Executive Assistant, BH Chicago

The Team

The Chan Zuckerberg Biohub Chicago (https://www.czbiohub.org/chi) is an independent nonprofit research institute that brings together three powerhouse universities - Northwestern University, the University of Chicago, and the University of Illinois Urbana-Champaign - into a single collaborative technology and discovery engine. CZ Biohub itself supports some of the brightest, boldest engineers, data scientists, and biomedical researchers to make breakthroughs in medicine and develop new technologies, frequently in collaboration with our partner universities. We are guided by our values of scholarly excellence; disruptive innovation; hands-on engineering/hacking/building; partnership and collaboration; open communication and respect; inclusiveness; and opportunity for all.

Our Vision

• We pursue large scientific challenges that cannot be pursued in conventional environments
• We enable individual investigators to pursue their riskiest and most innovative ideas
• The technologies developed at CZ Biohub Chicago facilitate research by scientists and clinicians at our home institutions and beyond

Diversity of thought, ideas, and perspectives are at the heart of CZ Biohub Network and enable disruptive innovation and scholarly excellence. We are committed to cultivating an organization where all colleagues feel inspired and know their work makes an important contribution.

 

The Opportunity

This is a high-impact opportunity for an experienced Executive Assistant to join a dynamic team and play a critical role in enabling operational excellence. In this role, you will provide administrative and logistical support to multiple managers and serve as a team administrator for special projects and events—helping focus on mission-aligned work by ensuring meetings, communications, and day-to-day processes run smoothly.

You’ll work independently on both recurring and new projects, often acting as the go-to person for coordination, problem-solving, and team logistics. This role offers the opportunity to partner with stakeholders across the organization, develop in-depth knowledge of team operations, and make a tangible impact on how people work together. Your attention to detail, initiative, and relationship-building skills will directly contribute to our collective success.

What You'll Do

• Provide day-to-day administrative support to multiple managers and team members, including calendar management, correspondence, supply tracking, and information sharing.
• Organize a wide range of meetings and team events—securing venues, meals, and supplies, while considering A/V needs and dietary requirements.
• Coordinate complex travel, accommodations, and itineraries with attention to cost, timing, and individual preferences.
• Draft, proofread, and distribute internal documents and materials such as agendas, memos, and presentation content while ensuring accuracy and brand consistency.
• Support onboarding for new hires by arranging access, resources, and welcome logistics to ensure a smooth start.

What You'll Bring

• Minimum of 3 years of experience as an administrative or executive assistant, with a strong preference for experience in the bioscience field.
• Proven experience supporting multiple managers or teams in a fast-paced, detail-oriented environment; able to anticipate needs and manage competing priorities.
• Strong communication, organization, and interpersonal skills with the ability to work independently and influence positive team culture.
• A track record of solving problems with creativity and thoroughness, including identifying process improvements that boost efficiency.
• Proficiency with tools like Google Workspace (Docs, Sheets, Slides), Zoom, and calendar or travel management systems; comfort handling sensitive information with discretion.
• A high level of initiative, flexibility, and resourcefulness in addressing shifting priorities while maintaining consistent, high-quality support.

Compensation

The Chicago, IL base pay range for a new hire in this role is $43.26 - $59.23. New hires are typically hired into the lower portion of the range, enabling employee growth in the range over time. Actual placement in range is based on job-related skills and experience, as evaluated throughout the interview process. 

Better Together

As we grow, we’re excited to strengthen in-person connections and cultivate a collaborative, team-oriented environment. This role is a hybrid position requiring you to be onsite for at least 60% of the working month, approximately 3 days a week, with specific in-office days determined by the team’s manager. The exact schedule will be at the hiring manager's discretion and communicated during the interview process.

Benefits for the Whole You 

We’re thankful to have an incredible team behind our work. To honor their commitment, we offer a wide range of benefits to support the people who make all we do possible. 

• Provides a generous employer match on employee 401(k) contributions to support planning for the future.
• Paid time off to volunteer at an organization of your choice. 
• Funding for select family-forming benefits. 
• Relocation support for employees who need assistance moving

If you’re interested in a role but your previous experience doesn’t perfectly align with each qualification in the job description, we still encourage you to apply as you may be the perfect fit for this or another role.

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