University of Chicago Hiring for Board Operations and Event Assistant at Chicago, IL Full Time

Within the Office of the President, the Office of the Secretary of the University has primary responsibility for supporting the governance
of the University. The office supports the work of the Board of Trustees, including its triannual meetings, periodic retreats, publications,
directories, committee staffing, and orientation for new Trustees. The office also staffs and coordinates the work of other boards including
the Medical Center, Marine Biological Laboratory, Laboratory Schools, Baptist Theological Union and the Advisory Councils of 14 academic
units. In supporting institutional governance efforts at the University, the Office of the Secretary partners closely with other departments
and units, including Alumni Relations & Development, University Communications, the Office of the Provost, the Office of Events and
Ceremonies, the Office of Legal Counsel, and the CFO’s office.

The Boards and Events Specialist will support the
preparation and production of materials for several boards and councils at the University. This individual will provide support and research
and onsite assistance for key events and meetings as well as the corresponding written materials, communications, and archiving.

• Assist with preparation of logistical aspects of board and committee meetings including meeting materials and talking points, as well as
  scheduling and calendaring.
• Support the production and mailing of printed materials for various boards and councils.
• Research and draft memos, resolutions, reports, dockets, letters, as assigned.
• Perform detailed reviews and editing of
  documents representing the University.
• Monitor, maintain, and update digital databases, websites, directories, and document
  archives.
• Provide troubleshooting and technical support for several board websites.
• As-assigned design projects, including
  signage, stationery, maps, invitations, seating cards, web graphics, letterhead, envelopes, and other print and digital products.
• Assess vendor capability and expertise; source and contract vendors for special events.
• Assist with the development and
  coordination of special events and VIP visits, including arranging meeting logistics, purchasing supplies, and catering.
• Provide
  on-site support to ensure successful execution of events as necessary.
• Scheduling individual and group meetings on and off
  campus.
• Screen, direct, and respond to confidential communications with the utmost courtesy and professionalism.
• Answer
  telephones and respond to routine and unusual inquiries.
• Responsible for training office staff on office procedures and compliance
  protocols. Coordinates special projects.
• Performs some routine and complex assignments for the unit usually in the areas of
  finance, event planning or support services. Initiate the hiring process of students and staff for a unit, which includes the processing of
  payroll.
• Performs other related work as needed.

Education:

• Bachelor’s degree.

Experience:

• At least three- to five-years work experience.
• Experience providing support for high-level
  executives, a board of trustees or board of directors, or direct experience with institutional governance.
• Experience in
  higher-education setting, or similar non-profit setting.

Technical Skills or Knowledge:

• Proficiency in
  Microsoft Word, Excel, PowerPoint, Outlook, and various web browsers.
• Proficiency in HTML, Microsoft SharePoint, Adobe Acrobat, and
  Adobe Creative Suite.
• Proficiency with information technology, including managing databases, maintaining websites, using mobile
  devices, and preparing graphics and publications.

Preferred Competencies

• Exceptional oral, written, and
  interpersonal communication skills.
• Exceptional organizational skills and keen attention to accuracy and detail.
• Exceptional time management and follow-up skills.
• Work independently and to manage, prioritize, and accurately complete
  multiple tasks and projects.
• Maintain confidentiality, exercise judgment, and discretion.
• Communicate with maturity, tact,
  and courtesy towards and colleagues.
• Problem-solve, to function effectively in a fast-paced office environment, and to produce
  quality work on tight deadlines.
• Experience interacting with high-level constituents and volunteer leaders.
• Strong
  communicator and collaborator who enjoys working both independently and on a team.

Working Conditions

Work occasional nights and weekends.