Executive Assistant

Job Title: Executive Assistant

Location: Chicago, IL 60637

Duration: 3+ Months (Extension)

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.

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

Responsibilities:

• 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/others 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.
• Perform other related work as requested.