Executive Assistant (Temporary Role)
The Art Institute of Chicago, Chicago, IL, United States
Executive Assistant (Temporary Role)
The Art Institute of Chicago shares its singular collections with our city and the world. We collect, care for, and interpret works of art across time, cultures, geographies, and identities. We are a place of gathering and learning, committed to fostering an inclusive understanding of human creativity. Position Summary
The scope of this role is supporting the Executive Vice President of finance and administration and CHRO Human Resources functions. This position handles communication and processes with the highest level of professionalism and confidentiality, requiring a high level of discretion and adaptability. This is a three-month temporary role. Responsibilities
Ensuring timely preparation and submission of materials to the Board of Trustees, including agenda items, memos, and supporting documents. Organizes and prepares all meeting and event needs, including but not limited to committee meetings, office events, room reservations, setting up virtual meeting spaces, assisting with location move, compiling and disseminating all necessary documentation and information, attending meetings when appropriate and preparing meeting minutes and summaries. Reviewing and formatting high-level correspondence, memos, and executive documents. Managing the calendars for the EVP, CHRO and Deputy CHRO, scheduling meetings, and helping with meeting preparation as needed. Coordinating travel, processing expense reports, and managing reimbursements. Overseeing administrative workflows, internal operations, records management, and office communication. Tracking and supporting key project timelines, deliverables, and action items across multiple workstreams. Serving as an administrative liaison between the EVP and other university departments, external stakeholders, and partners. Maintaining confidential records and politically sensitive materials with discretion. Qualifications
Bachelor's degree preferred. (An equivalent amount of training, education and experience will be considered) Minimum of ten years' experience supporting senior executives Previous experience managing board committees and interacting with executive leadership Working knowledge of computer programs: MS Office, Google Suite and Zoom Ability to set priorities, exercise sound judgment and take initiative. Ability to use good judgement and discretion in handling confidential matters Ability to handle multiple projects simultaneously Strong customer service orientation and skills, with the ability to interact and collaborate with multiple constituencies. High level of attention to detail, professionalism and discretion Excellent written and verbal communication skills. Compensation & Benefits
Please click on the links below to view our competitive, comprehensive benefits package: Hiring Range: $65,520 - $81,900 annually ($36.00 - $45.00 per hour) The expected hiring range is an estimated amount for positions based on the grade. Final offers are based on various factors, including skill set, experience, qualifications and other job-related reasons. Benefits PTO Overview Job Classification: Exempt Employment Category: Special Project Staff Grade Level: 7 If you are accessing this listing from a third party, not all links to salary and benefits information may work. Please visit our career page at saic/artic.edu/employment for complete information Application Instructions
Please submit your resume and cover letter to be considered for this position. Accessibility
If you are a job seeker with a disability and require a reasonable accommodation to apply for one of our jobs, you will find the contact information to request the appropriate accommodation by visiting the following page: Accessibility Accommodation for Applicants Equal Opportunity Statement
The Art Institute of Chicago is an Equal Opportunity Employer that recruits, hires and promotes qualified individuals compliant with federal and state laws. If reasonable accommodation is needed to participate in the job application or interview process, please contact the Department of Human Resources at apply_help@artic.edu. Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.
The Art Institute of Chicago shares its singular collections with our city and the world. We collect, care for, and interpret works of art across time, cultures, geographies, and identities. We are a place of gathering and learning, committed to fostering an inclusive understanding of human creativity. Position Summary
The scope of this role is supporting the Executive Vice President of finance and administration and CHRO Human Resources functions. This position handles communication and processes with the highest level of professionalism and confidentiality, requiring a high level of discretion and adaptability. This is a three-month temporary role. Responsibilities
Ensuring timely preparation and submission of materials to the Board of Trustees, including agenda items, memos, and supporting documents. Organizes and prepares all meeting and event needs, including but not limited to committee meetings, office events, room reservations, setting up virtual meeting spaces, assisting with location move, compiling and disseminating all necessary documentation and information, attending meetings when appropriate and preparing meeting minutes and summaries. Reviewing and formatting high-level correspondence, memos, and executive documents. Managing the calendars for the EVP, CHRO and Deputy CHRO, scheduling meetings, and helping with meeting preparation as needed. Coordinating travel, processing expense reports, and managing reimbursements. Overseeing administrative workflows, internal operations, records management, and office communication. Tracking and supporting key project timelines, deliverables, and action items across multiple workstreams. Serving as an administrative liaison between the EVP and other university departments, external stakeholders, and partners. Maintaining confidential records and politically sensitive materials with discretion. Qualifications
Bachelor's degree preferred. (An equivalent amount of training, education and experience will be considered) Minimum of ten years' experience supporting senior executives Previous experience managing board committees and interacting with executive leadership Working knowledge of computer programs: MS Office, Google Suite and Zoom Ability to set priorities, exercise sound judgment and take initiative. Ability to use good judgement and discretion in handling confidential matters Ability to handle multiple projects simultaneously Strong customer service orientation and skills, with the ability to interact and collaborate with multiple constituencies. High level of attention to detail, professionalism and discretion Excellent written and verbal communication skills. Compensation & Benefits
Please click on the links below to view our competitive, comprehensive benefits package: Hiring Range: $65,520 - $81,900 annually ($36.00 - $45.00 per hour) The expected hiring range is an estimated amount for positions based on the grade. Final offers are based on various factors, including skill set, experience, qualifications and other job-related reasons. Benefits PTO Overview Job Classification: Exempt Employment Category: Special Project Staff Grade Level: 7 If you are accessing this listing from a third party, not all links to salary and benefits information may work. Please visit our career page at saic/artic.edu/employment for complete information Application Instructions
Please submit your resume and cover letter to be considered for this position. Accessibility
If you are a job seeker with a disability and require a reasonable accommodation to apply for one of our jobs, you will find the contact information to request the appropriate accommodation by visiting the following page: Accessibility Accommodation for Applicants Equal Opportunity Statement
The Art Institute of Chicago is an Equal Opportunity Employer that recruits, hires and promotes qualified individuals compliant with federal and state laws. If reasonable accommodation is needed to participate in the job application or interview process, please contact the Department of Human Resources at apply_help@artic.edu. Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.