About the University
The University of Illinois Chicago (UIC) is a leading public research institution known for its dedication to academic excellence, research innovation, and community service. UIC offers a vibrant, inclusive workplace with a focus on employee well-being, development, and collaboration.
Job Summary
The Personal Assistant provides comprehensive administrative and personal support to a senior executive, faculty member, or department head. This role requires a highly organized, adaptable, and discreet individual who can manage a wide range of responsibilities in a dynamic academic environment. The ideal candidate demonstrates strong judgment, effective communication skills, and a proactive approach to problem-solving.
Key Responsibilities
- Calendar & Schedule Management:
- Organize, coordinate, and maintain the principal’s daily calendar, including scheduling meetings, appointments, and travel arrangements.
- Prioritize and adjust schedules as needed to accommodate urgent matters and ensure optimal time management.
- Communication & Correspondence:
- Serve as the main point of contact between the principal and internal/external stakeholders.
- Manage incoming calls, emails, and written correspondence, screening and prioritizing messages as appropriate.
- Draft, proofread, and format professional communications, reports, and presentations.
- Travel & Event Planning:
- Arrange detailed travel itineraries, including flights, accommodations, ground transportation, and expense documentation.
- Organize and coordinate logistics for meetings, conferences, workshops, and university events.
- Prepare supporting materials and handle post-event follow-up.
- Personal & Office Support:
- Handle confidential information with integrity and discretion.
- Perform personal errands and tasks on behalf of the principal as needed.
- Assist with household or personal scheduling, including medical appointments and family obligations (if requested by principal).
- Document Management:
- Organize and maintain files, records, and documentation (both electronic and paper-based).
- Ensure the principal has timely access to important documents and information.
- Administrative Assistance:
- Prepare expense reports, process reimbursements, and track departmental or personal expenditures.
- Order office supplies, manage vendors, and ensure the work environment is professional and efficient.
- Project Support:
- Assist with special projects and research assignments as directed by the principal.
- Coordinate with other university departments and external contacts to gather information or facilitate project completion.
- Other Duties as Assigned:
- Provide flexible support for evolving priorities and new initiatives.
- Maintain a high level of professionalism and confidentiality at all times.
Minimum Qualifications
- High school diploma or equivalent (Associate’s or Bachelor’s degree preferred).
- 2+ years of experience as a personal assistant, executive assistant, or similar administrative role.
- Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and office technology.
- Excellent verbal and written communication skills.
- Strong organizational and multitasking abilities with keen attention to detail.
- Demonstrated ability to work independently and manage multiple priorities.
- Proven discretion and ability to handle confidential information with sensitivity.
Preferred Qualifications
- Experience supporting executives or faculty in an academic or large organizational setting.
- Familiarity with university systems and resources.
- Project management experience.
- Ability to anticipate needs and take initiative.
Benefits
- Competitive salary and comprehensive benefits package (medical, dental, vision, retirement, paid time off).
- Tuition waivers and professional development opportunities.
- Inclusive campus community with access to cultural, educational, and wellness resources.
Job Type: Full-time
Pay: $3,594.05 - $4,328.32 per month
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Schedule:
- 8 hour shift
- Day shift
Work Location: Hybrid remote in Chicago, IL 60607
