Executive Assistant

Department

PSD Data Science: Administration

About the Department

The Data Science Institute (DSI) executes the University of Chicago's bold, innovative vision of Data Science as a new discipline. The DSI seeds research on the interdisciplinary frontiers of this emerging field, forms partnerships with industry, government, and social impact organizations, and supports holistic data science and AI education. The staff in the Data Science Institute support the University's students and scholars, their shared ideals, and the core values that make the University a singular intellectual destination.

Job Summary

The Executive Assistant (EA) provides vital administrative and project support for the Data Science Institute (DSI) Faculty Leadership and Executive Director. Reporting to the Executive Director, the EA supports leaders by prioritizing competing requests, proactively securing resources, and using independent judgment to escalate matters appropriately and to ensure smooth and effective operations. The EA will manage scheduling, assist in coordinating short- and long-term projects, serve as a liaison for internal and external partners, and support in event planning and logistics.

Responsibilities

• Maintains the DSI Faculty Directors and Executive Director's calendars, exercising considerable discretion and judgment as to priorities and effective use of their time.
• Coordinates high-priority meetings with faculty, administrators, research partners, and external stakeholders.
• Manages speaking and media requests for domestic and international events, including screening and accepting requests.
• Monitors and handles sensitive internal and external communications, ensuring professionalism and confidentiality.
• Coordinates domestic and international travel arrangements, including associated visa(s), airfare, ground transportation, and hotel accommodations, according to their preferences.
• Organizes on- and off-campus meetings including lab meetings, dinners, workshops, and other special events.
• Coordinates visitors, handling all travel arrangements and reimbursements; handles visitors' itineraries; makes room reservations, arranges for ground transportation.
• Prepares and coordinates letters of recommendation, faculty reports, conflict of interest statements, and other institutional documents for leaders' submission.
• Assists with course materials and exams.
• Responsible for purchasing necessary goods and services for DSI Faculty Directors and Executive Director, ensuring appropriate