Executive Assistant

Job Title – Executive Assistant

Location – Chicago, IL 60637

Duration – 4+ months contract position, with the possibility of extension

Shift Time – Mon – Fri 8AM – 5PM

*** Onsite Position ***

Essential Functions:

• Manage complex, executive calendars across time zones; anticipate conflicts, prioritize requests, and ensure seamless transitions between engagements.
• Provide confidential, high-level administrative support to the Faculty Director and Executive Director, handling sensitive communications and maintaining utmost discretion at all times.
• Coordinate information flow between the Directors’ office and other University stakeholders, including advisory board members, faculty, leadership, and external partners. Serve as principal point of contact for inquiries and communications.
• Anticipate needs and prepare briefings, materials, and logistics in advance; identify and resolve scheduling and operational issues.
• Staff and support advisory board and committee meetings, including agenda management, material preparation, and meeting logistics.
• Plan and manage domestic and international travel for Directors, Fellows, visitors, and the Forum team including itineraries, accommodations, ground transportation, visas, last-minute changes; reconcile and process travel expenses.
• Own the visitor pipeline for fellows and visiting research associates: maintain prospect lists, draft formal invitations, manage responses and records, and coordinate all pre-arrival requirements and correspondence.
• Support the invitation and onboarding workflow end-to-end in partnership with other units, ensuring all requirements are met and guests/staff/other have smooth arrivals and integration.
• Support desk coverage, visitor reception, and guest relations services; provide concierge-level support for high-profile guests, fellows, and visitors.
• Maintain organized systems for files, oversee office supplies procurement and basic budget tracking.
• Draft, proof, and format executive communications, reports, and presentations to a high standard of accuracy and professionalism.
• Reconcile monthly GEMS expense reports for directors and reimbursements for Fellows and Visitors.
• Performs other related work as requested.

Job 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
• Knowledge of the University of Chicago’s values, policies, and culture—especially its commitment to free expression—is highly desirable.

Company Overview:

• Infojini Consulting is a Staffing and Recruitment company and incorporated in Baltimore, MD.
• Infojini caters various hospitals, health & wellness centers, pharmacy, and medical facilities over fifty states across the United States