Executive Assistant

Department

AI Museum Director

About the Department

The Smart Museum of Art at the University of Chicago is a site for rigorous inquiry and exchange that encourages the examination of complex issues through the lens of art objects and artistic practice. The Museum has long served as a model for academic art museums by combining the University's deep-seated commitment to intense creative and intellectual engagement and open dialogue with Chicago's entrepreneurial spirit, the South Side's robust creative communities, and global arts perspectives that bridge lines of culture, language, and lived experience. Thousands of visitors annually experience the Smart, with exhibitions and programs highlighting permanent collections, works by contemporary artists, and objects on loan from institutional partners and private collectors.

The Smart's permanent collection dynamically supports academic and artistic study, inspires new ideas and creative interpretation, and provides a space for reflection and conversation for the Museum's many audiences. Comprising over 18,000 objects, this growing body of artworks represents art from across the globe, from antiquity to the present day. With the recent appointment of Vanja Malloy as the Dana Feitler Director and with the Museum approaching its 50th anniversary in 2024, now is an exciting moment to join the Smart. The University of Chicago is keen to support the Smart's dynamic role in expanding artistic canons, rethinking received histories, introducing new perspectives, and engaging diverse communities - locally, nationally, and internationally.

Job Summary

The Executive Assistant reports to the Dana Feitler Director and provides high-level, confidential executive and location support for and on behalf of the Director. The Executive Assistant acts as an administrative lead by managing the daily and long-term operations of the Director's Office and participates in special projects and organizational initiatives with the Director and staff colleagues. This position works collaboratively with the Director to coordinate the work of others, including the Director's senior team, direct reports, and the Museum's Board of Governors.

The Executive Assistant is process-driven, has demonstrated skills and experience with multitasking and project support, and solves problems by identifying and implementing solutions aligned with the needs of the Museum. This role will strengthen the Director's ability to achieve the strategic priorities of the Smart while also serving as a key partner to many throughout the Museum and University.

This is a full-time benefits eligible position.

Responsibilities

• Manages the office of the Dana Feitler Director, with a strong focus on prioritization and efficiency. Provides administrative and logistical support for and coordination of the activities of the office of the Director.
• Organizes and manages select projects originating in the Director's office, focusing on moving cross-departmental and institutional priorities forward effectively.
• Proactively manages the Director's calendar, including setting ongoing and special meetings and responding to scheduling inquiries. Familiarity with managing a complex calendar and making changes to the meeting schedule as needed. Tracks deadlines and provides proactive support to ensure that they are met.
• Proactively manages Director's communications, ensuring mail, email, and other communications are responded to in an appropriate and timely fashion.
• Keeps abreast of Museum activity and updates, and the work of other teams, to update Director as needed and in preparation for meetings and events.
• Anticipates meeting needs and manages organizational details. Develops and manages agendas, briefings and other materials, minutes, and meeting follow-up. Ensures Director is prepared for daily meetings by organizing needed materials and providing notes for talking points. Staffs select meetings including serving as a delegate for the Director when needed.
• Collaborates with Director to schedule and create agendas for regular all staff meetings. With Senior Team, manages planning and budget for various staff-related initiatives such as retreats, gatherings, and professional development opportunities.
• Prepares agendas, materials, and minutes in support of the Director's biweekly Senior Team meetings.
• Plans, manages, and executes follow-up tasks on the Director's behalf.
• Makes domestic and international travel arrangements per the University's travel policies and develops itineraries for the Director and visitors.
• Prepares Director's monthly expense reports and works with Finance staff to monitor the Director's budgets and partner/vendor contracts, and processes payments.
• Maintains excellent written skills and learns the Director's voice and writing style to assist with communications needs. Proactively edits documents and materials presented for the Director's review and may support writing for grants and publications with the Director and other teams. Prepares and/or contributes to briefings, presentations, meeting and event talking points, internal and external reports, white papers, solicitation and stewardship materials, etc.
• Works closely with the Director, Deputy Director, and Communications staff to manage correspondence to Museum staff, partners, and stakeholders on behalf of the Director. Ensures that messages about institutional initiatives are consistent, clear, and mission-aligned.
• Supports the Director's participation in philanthropic efforts with Development staff. Manages communications and scheduling for major donor and prospect meetings. Tracks Director's donor-facing activity for Development reporting. Assists as needed with stewardship for annual and major gifts.
• Organizes, manages, and staffs museum events, including evening and weekend functions, both in Chicago and elsewhere, as necessary.
• Participates as needed in relevant partnerships across UChicago Arts and the University.
• Participates in Museum diversity and inclusion efforts and other committees.
• 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.
• Provides administrative and logistical support to the Board of Governors and its standing committees and task forces. Manages logistics for Board and committee meetings, and in partnership with Development staff, supports planning of related engagement events.
• With Director, develops agenda and content for annual Board of Governors and Executive Committee meetings, and coordinates meeting presenters and prep needed for the Director, Board Chair, and meeting guests. With Development staff, organizes hospitality for meeting receptions, tours, and presentations planned in conjunction with Board and committee meetings.
• Responsible for all aspects of planning for meetings, including ensuring the timely preparation and distribution of agendas, meeting materials, and minutes.
• Confirms annual calendar of Board and Committee meetings, planning in alignment with various complex stakeholder schedules and aligning availability with the Smart's internal schedule and other external commitments like art fairs that Board members may participate in.
• With Director, manages communications schedule and content for Board and Committees, ensuring they remain informed of Board business and Museum updates. Drafts routine correspondence to Board and Committees on behalf of the Director.
• Supports onboarding of new Board members with Director and Development staff. Maintains Board of Governors handbook, as well as all Board and Committees membership lists and files.
• Supports Board member inquiries and requests as needed.
• Works with Deputy Director to manage the Smart's administrative needs including computer and printer leases, technology service requests, and maintaining inventory of phones and extensions, computers, and printers. Orders supplies for Museum copiers.
• Manages Director's Office conference room and meeting reservations with other staff.
• Assists with office space planning and moves as needed with Director and Deputy Director.
• Acts as a keyholder to support Museum operations as needed.
• 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.
• Coordinates special projects as directed by the leader. Prepares write ups for recommendations for operational and administrative problems. May manage a portion of the leader's budget, monitoring and reconciling accounts. Prepares financial and/or administrative reports.
• 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).

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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 Qualifications

Experience:

• Three years of professional work experience in nonprofit management, development, alumni relations, marketing, public relations, sales, arts administration, or similar professional work experience.
• Working with trustees, donors, or other high-level volunteers.
• Previous experience in a university or similarly complex institution.

Technical Skills or Knowledge:

• Strong computer skills and familiarity with technology tools available, including Microsoft Windows computer environment, Microsoft Outlook, Word, Excel, etc. and databases.

Preferred Competencies

• Exceptional writing skills.
• Excellent organizational and analytical skills with strong attention to detail.
• Outstanding interpersonal and communications skills, characterized by the ability to listen and speak, with a strong commitment to customer service.
• Manage confidential information with discretion and tact.
• See projects through to completion and work well both with others and under own direction.
• Exceptional time management skills including the ability to handle multiple projects simultaneously and prioritize workflow, paired with flexibility and adaptability to new programs in an emerging and changing environment.
• Working collaboratively with individuals from varied sectors, both on and off campus.
• Commitment to diversity, equity, inclusion, and accessibility.

Working Conditions

• Travel to campus for in-person work.
• Some museum work during non-regular business hours.
• Moves equipment weighing up to 25 pounds.
• May remain in a stationary position for up to 8 hours.
• Moves throughout the building and to various on-campus and off-campus locations.

Application Documents

• Resume/CV (required)
• Cover Letter (preferred)
• References Contact Information (3)(preferred)

When applying, the document(s) MUST be 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

Exempt

Pay Frequency

Monthly

Scheduled Weekly Hours

37.5

Benefits Eligible

Yes

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Posting Statement

The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, national or ethnic origin, 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.

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.

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