Executive Assistant

Chicago, IL - USA

Monthly Salary: Not Disclosed

Posted on: 1 hour ago

Vacancies: 1 Vacancy

Job Summary

Overview:

TekWissen is a global workforce management provider headquartered in Ann Arbor Michigan that offers strategic talent solutions to our clients world-wide. Our client is the second-largest private employer in Chicago. We are a multicultural international community of more than 20000 faculty and staff-each supporting UChicagos mission of inquiry and academic client is a Medical Center provides world-renowned patient care while advancing medical science through groundbreaking research. Together UChicago Medicine and the Biological Sciences Division are working to address the worlds most pressing medical challenges.

Job Title: Executive Assistant

Duration: 4 Months

Location: Chicago IL 60637

Job Type: -Temporary Assignment

Work Type: Onsite

Shift: (Mon-Fri) (8.00AM-5.00PM)

Job Description:

Responsibilities:

The clients Forum for Free Inquiry and Expression seeks a detail-oriented proactive Executive Assistant and Visitor Coordinator to support the inaugural Faculty Director Tom Ginsburg 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 Forums 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.
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.

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 clients values policies and culture-especially its commitment to free expression-is highly desirable.

TekWissen Group is an equal opportunity employer supporting workforce diversity.

Overview: TekWissen is a global workforce management provider headquartered in Ann Arbor Michigan that offers strategic talent solutions to our clients world-wide. Our client is the second-largest private employer in Chicago. We are a multicultural international community of more than 20000 fac...