Executive Assistant Job at Net2Source (N2S), Chicago, IL

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  • Net2Source (N2S)
  • Chicago, IL

Job Description

Job Title: Executive Assistant

Location: Chicago, IL 60637

Duration: 3+ Months (Possibility of Extension)

Responsibilities:

  • Seeking 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

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.

Job Tags

Summer work, Work at office, Flexible hours, Weekend work, Afternoon shift,

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