Executive Assistant
The University of Chicago

Chicago, Illinois

This job has expired.


Department

OLC Administrative Staff

About the Department

The University's Office of Legal Counsel provides legal advice and representation to all units of the University under the direction and oversight of Kim Taylor, the Vice President and General Counsel. The Office of Legal Counsel is responsible for providing advice and services to University officials on an extremely broad set of legal issues associated with the University's activities, including transactional and intellectual property matters, policy formulation and compliance, employment and student issues, and dispute resolution. The Office of Legal Counsel negotiates and resolves unique and complex issues to promote compliance with relevant laws, regulations and University policies. It represents the University's interests in administrative and judicial proceedings, and advises University officials in establishing and maintaining relationships with regulatory and other governmental entities, and establishing and maintaining related compliance policies and protocols.

Job Summary

The Executive Administrative Assistant for the Office of Legal Counsel will provide specialized, complex and confidential support to a group of lawyers in the Office of Legal Counsel and provide back-up administrative assistance to the Office of Legal Counsel as needed.

This position requires a highly functioning administrative professional with excellent attention to detail, the ability to manage multiple priorities using discretion, diplomacy, and exemplary judgment.

Responsibilities

  • Manage the day-to-day administrative activities for the attorneys.
  • Relieve attorneys of as much administrative detail as possible by efficiently and independently performing all duties as required and any additional duties as requested.
  • Maintain the calendars as requested by the individual attorneys, scheduling meetings and exercising considerable discretion and judgment as to priorities and effective use of time.
  • Work collaboratively with all attorneys, office administrator and administrative personnel serving other attorneys to ensure that the Office of Legal Counsel operates efficiently and effectively as a team.
  • Ensure that the attorneys are prepared at all times with meeting materials and presentations, pertinent information and/or data, and travel itineraries.
  • Manage legal file maintenance, presentation/document creation, information dissemination, processing reimbursements, and maintaining the physical office space.
  • Coordinate meeting logistics, meeting materials and distribution, room reservations and catering needs.
  • Arrange travel and reconciling expenses.
  • Create and disseminate well-formatted documents as required. Proofread and edit correspondence, reports and other materials for accuracy.
  • Assist in the post-processing of University housing loans.
  • Provide back-up administrative assistance to the Office of Legal Counsel as needed.
  • Become familiar with the key clients and personnel of the other functions within the organization and recognize need to react and reprioritize as necessary in sensitive situations. Interact with clients in a competent, friendly and discrete manner.
  • Procure and ensure availability of supplies, technology, and space.
  • Create efficient administrative procedures and continually look for opportunities to recommend and make improvements.
  • Work collaboratively and effectively with administrative staff from other units in the University.
  • Provides confidential and high-level administrative support for a leader. Stays informed of activities relating to University programs and initiatives, apprising the leader of issues when deemed necessary. Coordinates information flow from leader's office to University. May staff Board of Directors meetings. Relieves leaders of administrative responsibilities.
  • Prepare special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies. Maintains the leader's calendar, exercising considerable discretion and judgment as to priorities and effective use of the leader's time.
  • Perform other related work as needed.

Minimum Qualifications

Education:
Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).
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Work Experience:

Minimum requirements include knowledge and skills developed through 7+ years of work experience in a related job discipline.
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Certifications:


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Preferred Competencies
  • Familiarity with central administration within a complex research university environment.
  • Excellent oral and written communication skills.
  • Excellent interpersonal and customer service skills.
  • Ability to handle public contract with courtesy, clarity, and diplomacy.
  • Ability to handle sensitive and confidential situations and information with absolute discretion.
  • Ability to maintain calm and courteous demeanor and to work productively despite heavy workload, competing priorities, complex problems, and tight deadlines.
  • Excellent problem-solving skills.
  • Ability to use appropriate resources to resolve an issue.
  • Ability to follow an issue through to resolution.
  • Considerable skill in working both independently and as a team member.
  • Ability to take initiative and organize and complete projects with minimal supervision.
  • Advanced level proficiency in Microsoft Word, Excel and PowerPoint.

Application Documents
  • Resume (required)
  • Cover letter (preferred)

When applying, the document(s) MUSTbe uploaded via the My Experience page, in the section titled Application Documents of the application.

Job Family

Administration & Management

Role Impact

Individual Contributor

FLSA Status

Non-Exempt

Pay Frequency

Biweekly

Scheduled Weekly Hours

40

Benefits Eligible

Yes

Requires Compliance with University Covid-19 Vaccination Requirement

Yes

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Posting Statement

Employees must comply with the University's COVID-19 vaccination requirements. More information about the requirements can be found on the University of Chicago Vaccination GoForward.

The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.

We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.

All offers of employment are contingent upon a background check that includes a review of conviction history. A conviction does not automatically preclude University employment. Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at:http://securityreport.uchicago.edu.Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.


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