Executive AssistantInfojini Inc • Chicago, IL, United States
Executive Assistant
Infojini Inc • Chicago, IL, United States
1 day ago
Job type
- Temporary
Job descriptionManage 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. 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. 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
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 :
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Company Overview :
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Executive Assistant • Chicago, IL, United States
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