Job Description
Job Title: Executive Assistant
Location: Chicago, IL 60637
Duration: 3+ Months (Possibility of Extension)
Responsibilities:
- Seeking a detail-oriented, proactive Executive Assistant and Visitor Coordinator to support the inaugural Faculty Director and the incoming Executive Director.
- In this highly visible and impactful role, you will expertly manage dynamic calendars, ensuring that the Directors are fully prepared to transition seamlessly between engagements.
- You will take ownership of the end-to-end visitor experience pipeline, including tracking prospective guests, managing invitations, booking travel and accommodations, onboarding visitors, and serving as the principal concierge for high-profile guests at the Forum.
- This position also plays a key role in supporting the Forum’s information flow, helping to streamline operations, enhance efficiency, and ensure timely and accurate exchange of information among stakeholders.
- Providing budget support and serving as a technical liaison, you will master University systems to process and track payments, reimbursements, procurement, and collaborate with ITS and other support teams to resolve issues and optimize processes.
- This is an on-campus position with no hybrid or remote work option during the academic year.
- Evening or weekend assistance may occasionally be required for events and to support Forum programming, with the possibility of a more flexible schedule during the summer session at the discretion of the Directors.
- This role offers a unique opportunity to demonstrate leadership, drive logistical excellence, and actively contribute to the success and reputation of the Forum
Qualifications:
- 7–10 years transferable experience in academic or multinational environments.
- Expertise in complex international calendar management, guest relations, and travel planning.
- Demonstrated experience with expense management, budget tracking
- Superior communication, organizational, and interpersonal skills; proven ability to anticipate needs, take initiative, and work independently in fast-paced settings.
- Advanced proficiency with Microsoft Office Suite and productivity tools (calendar, document, and expense platforms).
- Experience with Oracle, Workday, other systems desirable but not required.
Job Tags
Summer work, Work at office, Flexible hours, Weekend work, Afternoon shift,