Executive Assistant - Biohub Chicago

The Opportunity

The CZ Biohub Chicago seeks an experienced Executive Assistant to work with our leadership team. This position will predominantly provide complex executive level support to the President – CZ Biohub Chicago and support other executives as needed. This includes anticipating needs, providing administrative support with discretion and independent judgment, managing rapidly evolving projects and initiatives, effectively interacting with high level contacts, and making appropriate assessments on behalf of the executives they support. 

The ideal candidate will have exceptional organization abilities, fantastic communication skills, an eye-for-detail, will be able to act independently and proactively – with resourcefulness, reliability, and strong emotional intelligence. This role will shape the external face of CZ Biohub Chicago and will play an important role in developing the quality and culture of our administrative staff over time.

What You'll Do

• Act as the Point of Contact on behalf of the President to internal and external constituents, partners, collaborators, and press
• Provide high-level and comprehensive administrative support to the CZ Biohub Chicago President and other C-level staff, including coordinating complex calendaring, detailed travel plans, and drafting of agendas across the President’s various internal calendars and coordination with her admins in external roles
• Provide advanced email management and screening, including eliminating spam, identifying and processing requests for meetings, while protecting the President’s time, prioritizing and following up on any time- or document-related requests, and exerting sound judgment in prioritizing events
• Assist in CZ Biohub Chicago Board meeting preparation and scheduling and planning for board-related meetings (including the CZ Biohub Chicago Network Board, the Scientific Advisory Board), external advisory Boards, press interviews and other commitments
• Plan and provide logistical support for team and department meetings/events (e., prepare agendas, slides, and manage physical logistics for in-person meetings)
• Assist the operations team with project tracking, project status updates, and management of internal events as needed
• Support the Office Coordinator with office management duties including, but not limited to, ordering office supplies, coordinating catering, and receptionist duties, etc., as needed
• Support the interaction of the President with the Legal team and contracts processing team (i.e., DocuSign execution and filing in contract database on behalf of the President, when so authorized)
• Prepare and file expense reports in a timely manner
• Maintain a thorough knowledge of company operations, policies, and procedures
• Plan team social events, help onboard new team members, and organize birthdays, anniversaries, and care packages as needed
• Other projects and special assignments as delegated

What You'll Bring

Essential 

• Bachelor’s degree in business administration, management, finance, political science, education or related fields
• Minimum of 4 years of executive level administrative experience
• Independent self-starter, with the ability to effectively work collaboratively across disciplines is essential
• High integrity and highly aligned with the mission and CZ Biohub values
• Ability to perform efficiently as a part of a large team
• Outstanding interpersonal and communication skills, both verbal and written
• Flexibility and ability to thrive in an unstructured and rapidly changing environment and work independently
• Ability to manage and meet deadlines on multiple priorities and requests concurrently
• Ability to demonstrate good judgment and discretion
• Excellent verbal and written communication skills
• Proficiency in MS Office applications, primarily Outlook, Excel, and Word

The Chan Zuckerberg Biohub Network requires all employees, contractors, and interns, regardless of work location or type of role, to provide proof of full COVID-19 vaccination, including a booster vaccine dose, if eligible, by their start date. Those who are unable to get vaccinated or obtain a booster dose because of a disability, or who choose not to be vaccinated due to a sincerely held religious belief, practice, or observance must have an approved exception prior to their start date.