Exec Assistant

About the Unit

The Vice President (VP) and CFO (Chief Financial Officer) helps lead the University's integrated strategic financial planning and
oversees the University's financial operations, human resource function and information technology operations, ensuring
through analysis, discipline, and organization to best support and serve the academic mission and priorities of the University.
The VP and CFO also has oversight of all administrative operations within the division of Finance and Administration, which is
comprised of over 500 staff in several departments, including Financial Planning and Analysis, Information Technology,
Human Resources, Risk Management, Internal Audit, Financial Services, and the Shared Services Organization. The Division of
Finance and Administration is fully aligned with the strategic and academic priorities of the University, and each of the units
within the division is tasked with implementing the administrative processes necessary to achieve lasting excellence.
Job Information
Job Summary:
The Executive Assistant is the primary support for the Vice President (VP) and Chief Financial Officer (CFO) and their team
members. This person should use good judgment and discretion in providing direct administrative support and will serve as an
integral part of the daily operations of their office.
Responsibilities:
 Maintains the VP and CFO and their team member’s daily calendar, including all meeting scheduling and adjustments,
exercising considerable discretion and judgment as to priorities and effective use of the executive's time.
 Effectively handles complex scheduling situations with senior University leaders or trustees using tact, diplomacy and
exemplary judgment.
 Coordinates meeting logistics for meetings led by the VP and CFO, including agenda development, meeting materials and
distribution, attendance, room reservations and catering needs.
 Manages the daily operations of a small office, primarily in the areas of processing invoices, purchasing of supplies,
processing reimbursements, and maintaining the physical office space.
 Handles calls and correspondence on behalf of the VP and CFO's office, and represents the executive to internal and
external constituencies.
 Provides assistance in the compilation of materials needed for the committees of the Board of Trustees staffed by the VP
and CFO and other key committees and governing boards.
 Assembles meeting materials, ensuring that the VP and CFO is prepared at all times with all documents and presentations,
pertinent information and/or statistics.
 Coordinates travel arrangements at the request of the VP and CFO.
 Coordinates planning and logistics for major meetings and events hosted by the Office of the VP and CFO, including those
in which the executive is representing the University of Chicago to outside/peer organizations, meetings with key
constituencies across campus, campus visits by trustees or other professional colleagues of the VP and CFO as well as
meetings and events focused on staff within Finance and Administration, social events and celebrations.
 Supports and facilitates major leadership recruitments within the Office of the VP and CFO through skillful scheduling of
campus visits and logistical oversight.
 Tracks critical deadlines associated with trustee materials, documents requiring review and/or signature and meetings
requiring advance preparation.
Competencies:
 Excellent verbal and written communication skills required.
 Excellent interpersonal and customer service skills required.
 Ability to engage stakeholders with courtesy, clarity, and diplomacy required.
 Ability to handle sensitive and confidential situations and information with absolute discretion required.
 Ability to maintain calm and courteous demeanor and to work productively despite heavy workload, competing priorities,
complex problems, and tight deadlines required.
 Ability to use sound judgment and have excellent problem-solving skills required.
 Excellent organizational skills, ability to maintain electronic and paper files and extreme attention to detail required.
 Ability to interact effectively with other University staff, University officers, trustees and affiliated vendors required.
 Ability to handle public contacts with courtesy, maturity, and diplomacy required.
 Ability to coordinate and maintain multiple tasks simultaneously and to deliver responses and results within established
time frames required.
 Ability to use good judgment, maintain confidentiality and handle sensitive issues with tact and diplomacy required.
 Ability to use appropriate resources to resolve an issue required.
 Ability to receive feedback and respond to constructive criticism required.
 Considerable skill in working both independently and as a team member required.
 Ability to take initiative and organize and complete projects with minimal supervision required.
 Proficiency with word processing applications and spreadsheets and databases required.
 Ability and willingness to work non-traditional work hours in order to meet deadlines required.
 Familiarity with central administration within a complex research university environment preferred.
Additional Requirements
Education, Experience, and Certifications:
Education:
 High School Diploma Required
 Bachelor's degree preferred
Experience:
 A minimum of seven years of progressively responsible administrative experience required.
 Experience with other software applications (e.g., Outlook, Adobe Acrobat, PowerPoint, and Photoshop or the equivalent)
preferred.
Required Documents:
All required documents must be submitted to be considered for this position
 Resume, Cover Letter, and Reference list
NOTE: When applying, all required documents MUST be uploaded under the Resume/CV section of the application