Executive Assistant

About the Department

For more than a century, the Kenneth C. Griffin Department of Economics has been a global
leader in economic research and education. Our distinguished faculty have earned numerous prestigious awards, including more Nobel Prizes
and John Bates Clark Medals in economics than any other university. Many of our faculty are also esteemed members of the National Academy of
Sciences, the American Academy of Arts and Sciences, and the Econometric Society, reflecting the department’s enduring impact on the
field.

Job Summary

The Executive Assistant (EA) provides comprehensive administrative and operational support to
the Instructional Professors (IPs) of Undergraduate Studies and the MA Programs in the Kenneth C. Griffin Department of Economics. Reporting
to the Director of Finance, Operations, and Personnel, the EA is responsible for day-to-day administrative functions, academic and course
support, office management, and plays a key role in supporting Instructional Professor recruitment.

The ideal candidate is proactive,
resourceful, highly organized, and possesses strong communication and interpersonal skills. Must demonstrate sound judgment, discretion, and
familiarity with the standards, policies, and expectations of a higher-education environment.

Responsibilities

• Facilitate day-to-day administrative support for 15 or more Instructional Professors (IPs).
• Assist with the preparation and
  submission of their Annual Reports through Interfolio.
• Coordinate the preparation and timely submission of letters of
  recommendation for students applying to graduate programs, ensuring alignment with institutional standards and faculty expectations.
• Schedule meetings and reserve rooms and audiovisual support.
• Coordinate domestic and international travel arrangements,
  including visa-related documentation for IPs.
• Provide support with IP recruitment by researching, compiling, and preparing
  documentation for hiring, reappointments, and promotion cases in compliance with university guidelines.
• Coordinate candidate
  interviews (remote and in person), travel and reimbursement.
• Partner with the Academic Affairs Manager and the Office of
  International Affairs regarding work authorization for foreign nationals.
• Anticipate IP needs and proactively resolve issues,
  serving as a key operational partner to support smooth academic and administrative operations.
• Assist with planning and logistics
  for the Econometrics Games, including registration and coordination.
• Provide administrative support for Oeconomica’s events, the
  undergraduate economics research organization.
• Coordinate with internal and external faculty, staff, and offices to support the
  department’s study-abroad courses.
• Support student orientation, workshops, TA training sessions, and program events, including
  scheduling, catering, communications, and preparation of orientation materials.
• Provide academic course support, including
  preparation and duplication of exams, refinement of instructional materials, and technical support for learning platforms such as
  Canvas.
• Proctor exams, assist with grading workflows, and support the timely submission of grades.
• Assist with quarterly
  recruitment of Student Teaching Support staff in partnership with the Economics Human Resources team, ensuring compliance with FERPA and
  student-employment guidelines.
• Monitor Instructional Professor accounts and prepare monthly Orbit reports.
• Process
  reimbursements and expenses through SAP/Concur (GEMS).
• Purchase supplies and services for Instructional Professors.
• Track
  program expenditures and ensure compliance with university policies and budgetary guidelines.
• Manage office supplies, deliveries,
  vendor coordination, and invoice processing.
• Partner with the Communications Manager on departmental website updates.
• Maintain and organize unit files in Box.
• Provides backup support to the Undergraduate Student Affairs Administrator and the MA
  Program Student Affairs Administrator 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.
• 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).

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

Preferred Qualifications

Education:
Bachelor’s degree.

Experience:

• Experience supporting academics or executive-level leaders.
• Proficient in MS Excel.
• Demonstrated written communication skills with a focus on clarity, brevity, and tone.
• Experience with Canvas, Student and Exchange Visitor Information System (SEVIS), and Academic Information System (AIS).
• Experience working with students, higher education, or student affairs.

Technical Knowledge or Skills:

• Microsoft 365, Google Suite, SAP/Concur, Oracle, Adobe Suite, Zoom, MS Teams, AIS, SEVIS systems.

Preferred
Competencies

• Proven ability to exercise sound judgment and critical thinking in resolving complex issues and making
  informed, effective decisions.
• Demonstrated initiative and self-direction, with a track record of independently managing projects
  from conception to completion.
• Trusted to manage highly sensitive and confidential information with the utmost integrity and
  discretion.
• Strong analytical and organizational capabilities, marked by precision, accuracy, and meticulous attention to
  detail.
• High degree of intellectual curiosity, adaptability, and a proactive approach to continuous learning and professional
  development.

Application Documents

• Cover Letter (required)
• Resume/CV (required)
• Three (3) professional references (required)