Executive Assistant and Visitor Coordinator

Executive Assistant And Visitor Coordinator

The University of Chicago's Forum for Free Inquiry and Expression seeks 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.
• 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.

Minimum Qualifications

Education :

Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).

Work Experience :

Minimum requirements include knowledge and skills developed through 7+ years of work experience in a related job discipline.

Certifications :

Preferred Qualifications

Education :

Experience :

Technical Skills or Knowledge :

Preferred Competencies :

Application Documents :