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Senior Administrative Assistant supporting the Strategic Communications & External Affairs Department - Hybrid Chicago Loop Office

NORC at the University of Chicago -
Chicago, IL

Apply Now

Job Details

Full-time
$74,000 - $90,000 a year

Benefits

Paid parental leave
Paid holidays
Disability insurance
Health insurance
Dental insurance
Tuition reimbursement
Paid time off
Parental leave
Employee assistance program
Vision insurance
403(b)
Bereavement leave
Life insurance

Qualifications

Confidential information handling
Microsoft Excel
Microsoft Outlook
Writing skills
Executive administrative support
High school diploma or GED
Project task coordination
SharePoint
Video conferences (communication methods)
Technical Proficiency
Stakeholder relationship building

Full Job Description

JOB SUMMARY:

Join NORC at the University of Chicago as a Senior Administrative Assistant in our Strategic Communications & External Affairs department. Provide a broad range of administrative support to the senior-level leaders as they collaborate with NORC’s senior leadership and colleagues throughout the organization to create and execute outstanding external and internal strategic communications initiatives to drive NORC’s mission, disseminate our work, and support and engage our staff.

Take ownership of the administrative challenges associated with supporting a leadership team in a rapidly evolving and fast-paced research landscape. Leverage your experience in handling a wide range of administrative and executive support-related tasks, while demonstrating the ability to follow through in a timely manner, close the loop with stakeholders, and apply attention to detail even under tight deadlines. This is an opportunity to showcase your resourcefulness and efficiency, while exhibiting a high degree of professionalism. Quickly adjust based on changing priorities when necessary and proactively address administrative issues and needs.

The ideal candidate will be a customer-service focused, experienced administrative professional who thrives in an environment where team members are asked to bring their authentic selves to each task in order to deliver consistently high-quality work. Join a cohesive and motivated team that likes to have fun, and support one another’s long-term career development, while advancing NORC’s mission and research.

Location and Work Hours: This is a hybrid role based in our Chicago Loop office, with a schedule of two days a week in the office. Work hours are typically 8:30am-5pm.

DEPARTMENT: Strategic Communications

The Strategic Communications department drives NORC’s brand, reputation, and visibility across every channel and audience. The department brings together expertise in corporate communications, creative services, digital communications and marketing, internal communications, and project-level communications support. We manage NORC’s social media presence, email marketing, and website properties, and we partner with project teams on dissemination strategies that help NORC’s research reach the people who need it. NORC partners with government, corporate, and nonprofit clients around the world to inform the critical decisions facing society, and we ensure that work gets seen, understood, and used, both for our clients and for broader public impact.

RESPONSIBILITIES:

Coordinate complex scheduling, travel arrangements, and expense reporting.
Coordinate and traffic contracts, invoices, purchase request, and other crucial internal process to ensure timely and accurate execution, payment, and purchasing.
Plan, coordinate, and prepare for department meetings, business meetings, events, luncheons, and dinners involving both internal staff and external vendors/partners including scheduling, material preparation, and logistics/technology needs (video conferencing, presentations, Zoom, etc.)
Develop and design improved administrative procedures to promote the timely processing and submission of administrative deliverables and increase the efficiency within the department.
Prepare and/or integrate information needed to compose both routine and non-routine correspondence, reports, documents, and presentations.
Build strong relationships throughout the company to support and facilitate the collaborative team environment.
Assist communications assistant with conference logistical tasks such as packing and receiving NORC’s exhibit booth, developing and maintaining an inventory tracking system.
Review documents to ensure accuracy and quality, and revise as needed.
Attend meetings, capture notes, and outline follow-up items.
Register and greet visiting vendors and external guests.
Independently perform varied administrative duties.

REQUIRED SKILLS:

High school diploma or equivalent required, plus a minimum of 3 years supporting senior or executive-level management.
Strong organizational skills, with proven experience prioritizing work and coordinating multiple projects at one time; willingness and ability to be flexible.
Proficiency with Microsoft Word, Excel, PowerPoint, and Outlook; proficiency or familiarity with Wrike and SharePoint Online is a plus.
Polished demeanor and comfort working with staff at all levels in the organization.
Strong skills in creating and maintaining document management systems including using SharePoint.
Excellent communication skills, including stellar interpersonal skills and basic writing skills.
A strong focus on detail, accuracy, and work quality with the ability to take full ownership of assigned tasks.
Well-developed problem-solving and decision-making skills.
Discretion in handling sensitive and/or confidential material.
Interest and ability to work on a team in a highly collaborative environment, while also being comfortable working independently with little direct supervision.
Qualified applicants must be eligible to work in the U.S. We regret that we are unable to offer visa sponsorship for this position.

SALARY AND BENEFITS:

The pay range for this position is $74,000 to $90,000.

This position is classified as regular. Regular staff are eligible for NORC’s comprehensive benefits program. Benefits include, but are not limited to:

Generously subsidized health insurance, effective on the first day of employment
Dental and vision insurance
A defined contribution retirement program, along with a separate voluntary 403(b) retirement program
Group life insurance, long-term and short-term disability insurance
Benefits that promote work/life balance, including generous paid time off, holidays; paid parental leave, bereavement leave, tuition assistance, and an Employee Assistance Program (EAP).

NORC is committed to equity and transparency in its pay practices. We publish salary ranges and benefit information for every job. The listed hiring range reflects what we, in good faith, expect to pay at the time of posting, though actual compensation may vary and may be adjusted over time. A candidate’s placement within the range depends on factors such as competencies, education, qualifications, experience, skills, performance, and organizational needs.

WHAT WE DO:

NORC at the University of Chicago is an objective, non-partisan research institution that delivers reliable data and rigorous analysis to guide critical programmatic, business, and policy decisions. Since 1941, our teams have conducted groundbreaking studies, created and applied innovative methods and tools, and advanced principles of scientific integrity and collaboration. Today, government, corporate, and nonprofit clients around the world partner with us to transform increasingly complex information into useful knowledge.

WHO WE ARE:

For over 80 years, NORC has evolved in many ways, moving the needle with research methods, technical applications and groundbreaking research findings. But our tradition of excellence, passion for innovation, and commitment to collegiality have remained constant components of who we are as a brand, and who each of us is as a member of the NORC team. With world-class benefits, a business casual environment, and an emphasis on continuous learning, NORC is a place where people join for the stellar research and analysis work for which we’re known, and stay for the relationships they form with their colleagues who take pride in the impact their work is making on a global scale.

EEO STATEMENT:

NORC is an equal opportunity employer. NORC evaluates qualified applicants without regard to race, color, religion, sex, gender, national origin, disability, status as a protected veteran, sexual orientation, and other legally protected characteristics.

Apply Now

Refine Your Search

External Communications Assistant jobs

Senior Administrative Assistant supporting the Strategic Communications & External Affairs Department - Hybrid Chicago Loop Office

Special Assistant to the Associate Vice President, Communications and External Relations

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Staff Assistant to the Division of Student Life

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APRN/PA - Post-Acute and Long-Term Care - Advanced Practitioner

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