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.

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