Executive Assistant, Campaign and Strategic Planning at The University of Chicago in Chicago, Illinois

Job Description:

Department

ARD Office of Campaign Management



About the Department

Alumni Relations and Development (ARD) engages alumni (~220k), current students, parents, and friends of the University through intellectual, professional and social activities on campus, around the world and online. ARD raises $600 Million annually to support faculty and researchers, practitioners and patients, and students and programs across the University. Our work supports priorities in every division, school, department, and institute.


Campaign Operations drives operational excellence and strategic coordination within the advancement enterprise to meet and exceed fundraising goals. Serving as the crucial link between strategy and execution, the team aligns stakeholders, manages project plans, and coordinates efforts to ensure successful campaign outcomes. Our focus is on executing practical strategies and robust operations that strengthen the department and support the long-term sustainability of the organization.



Job Summary

The Executive Assistant provides confidential and high-level office and location support activities by acting as a lead and coordinating the work of others. Identifies, enhances, and applies specific processes and procedures to maximize the efficiencies of the University to which the support is being provided. May ensure the correct functioning of facilities, office and/or business support services.


This role manages the AVP's schedule, coordinates high-level meetings, and provides administrative support for campaign and leadership engagement activities, ensuring smooth execution and efficiency. Responsibilities also include preparing meeting materials, tracking outcomes, supporting consultant workflows, maintaining databases, and refining administrative processes to enhance effectiveness.



Responsibilities

• Manages the AVP's schedule, including resolving conflicts, building in travel time, and ensuring adequate desk time for non-meeting priorities.


• Prepares for meetings by tracking agenda items, compiling materials, booking spaces, prompting agenda development, and ensuring readiness in advance.


• Attends meetings as needed to take notes, tracks next steps, and maintains a library of meeting notes and outcomes for key discussions.


• Supports consultant workflows by scheduling meetings, developing itineraries, and preparing agendas.


• Coordinates and facilitates complex campaign and leadership engagement meetings and initiatives involving multiple stakeholders, ensuring timely preparation and distribution of agendas and materials, and smooth execution of all activities.


• Provides administrative support for campaign cabinet activities, including meeting scheduling, assisting co-chairs.


• Provides backup support for other senior staff, including the Vice President of Alumni Relations and Development.


• Assists with special projects such as holiday card delivery, Trustee pledge reminders, and process improvements for the Vice President's office.


• Triages emails for shared email inboxes, assigning responsibilities based on content, and designs and participates in workflows that improve administrative efficiency.


• Maintains and utilizes the Phoenix system by performing data entry, managing information, and generating reports as needed.


• Proactively evaluates and refines recurring administrative processes, leveraging technology or best practices to reduce redundancy and enhance efficiency.


• Seeks opportunities for professional development that will enhance job performance including attending webinars, seminars, building networks within the University and with colleagues at peer institutions.


• 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.


• Initiates correspondence and other written materials under own signature or for signature of the leader. Triages emails and telephone calls for action. Resolves routine and complex inquiries. May act as liaison to Board of Directors.


• Performs 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).



Work Experience:

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



Certifications:




---




Preferred Qualifications




Education:

• Bachelor's or advanced degree.

Experience:

• Minimum seven years of professional experience in nonprofit management, development, alumni relations, marketing, public relations, sales or similar professional work.


• Minimum one year of experience leading a project team or managing staff.


• Minimum one year of experience planning and executing events.


• Minimum one year of experience developing and monitoring budgets.


• Data analysis and communicating complex topics to non-technical people.


• Managing cross-team projects.

Technical Skills or Knowledge:

• Convey ideas clearly and professionally when interacting with colleagues, clients, and external vendors, ensuring effective and respectful communication.


• Proven ability to prioritize tasks, manage multiple projects simultaneously, meet deadlines, and maintain an organized and efficient filing system.


• Expertise in using Word, Excel, PowerPoint, and email management tools to produce high-quality documents, analyze data, create presentations, and handle communications. Familiarity with additional relevant tools is a plus.


• Demonstrated accuracy in data entry, document review, and ensuring all details are correct to maintain quality and compliance.


• Capacity to identify and address issues independently, using sound judgment to resolve challenges or seek assistance when appropriate.


• Proactively recognize potential opportunities, foresee challenges, and address them in advance, ensuring smooth operations and continuous improvement.


• Demonstrated skill and knowledge of, or ability to learn quickly, the internal workings of the University as well as the technology tools available to the Office of Alumni Relations and Development, including Phoenix, the University's Donor Relationship Management System.


• Microsoft Windows computer environment, Microsoft Outlook, Word, Excel, PowerPoint and Access.

Preferred Competencies

• Outstanding interpersonal and communications skills characterized by the ability to listen, speak, and write effectively. Explain complex ideas clearly and simply.


• Manage confidential information with discretion and tact.


• Act with integrity, professionalism, and confidentiality.


• Work collegially and collaboratively in a team setting.


• Self-motivated and take initiative.


• Prioritize multiple projects and independently follow through with detail.

Working Conditions

• This position has a hybrid work schedule which includes weekly in office presence.


• Standard office environment.


• Travel to campus and/or non-campus locations for University business.


• Work evenings and weekends as needed.


• This position is located in Hyde Park at 5235 South Harper Court.

Application Documents

• Resume/CV (required)


• Cover Letter, addressed to Hiring Committee (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



Scheduled
Weekly Hours

37.5



Drug Test Required

No



Health Screen Required

No



Motor Vehicle Record Inquiry Required

No



Pay Rate Type

Salary



FLSA Status

Exempt



Pay Range

$68,000.00 - $80,000.00
The included pay rate or range represents the University's good faith estimate of the possible compensation offer for this role at the time of posting.



Benefits Eligible

Yes
The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook.



Posting Statement



The University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.


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.


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. Apply Now