University of Chicago · 1 month ago
Executive Assistant and Visitor Coordinator
Chicago, IL
Full-time
Onsite
Mid, Senior Level
$72K/yr - $88K/yr
7+ years expThe University of Chicago’s Forum for Free Inquiry and Expression is seeking a detail-oriented, proactive Executive Assistant and Visitor Coordinator to support the inaugural Faculty Director and the incoming Executive Director. This role involves managing executive calendars, coordinating visitor experiences, and providing high-level administrative support to enhance operational efficiency.
Higher Education
Responsibilities
Manage complex, executive calendars across time zones; anticipate conflicts, prioritize requests, and ensure seamless transitions between engagements
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
Provide confidential, high-level administrative support to the Faculty Director and Executive Director, handling sensitive communications and maintaining utmost discretion at all times
Initiates correspondence and other written materials under own signature or for signature of the leader. Triages emails and telephone calls for action. Resolves routine and complex inquiries. May act as liaison to Board of Directors
Prepare special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies. Maintains the leader's calendar, exercising considerable discretion and judgment as to priorities and effective use of the leader's time
Performs other related work as needed
Qualification
Required
Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree)
Minimum requirements include knowledge and skills developed through 7+ years of work experience in a related job discipline
Resume (required)
References (3)(required)
Preferred
Bachelor's degree strongly preferred
7+ transferrable experience in academic or multinational environments
Expertise in complex international calendar management, guest relations, and travel planning
Demonstrated experience with expense management, budget tracking
Advanced proficiency with Microsoft Office Suite and productivity tools (calendar, document, and expense platforms)
Experience with Oracle, Workday, other systems desirable but not required
Superior communication, organizational, and interpersonal skills; proven ability to anticipate needs, take initiative, and work independently in fast-paced settings
Knowledge of the University of Chicago's values, policies, and culture—especially its commitment to free expression—is highly desirable
Benefits
Health, retirement, and paid time off
Company
University of Chicago
One of the world’s great intellectual destinations, the University of Chicago empowers scholars and students to ask tough questions, cross disciplinary boundaries, and challenge conventional thinking to enrich human life around the globe.
10001+ employees
H1B Sponsorship
University of Chicago has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
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Trends of Total Sponsorships
2025 (341)
2024 (318)
2023 (285)
2022 (233)
2021 (179)
2020 (172)
Funding
Current Stage
Late StageLeadership Team
Benedicte Nolens
Distinguished Executive in Residence
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