Executive Assistant

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.