Reporting to the Forum Executive Director, the Events Specialist supports the events function for The Pearson Institute for the Study and Resolution of Global Conflicts at the University of Chicago Harris School of Public Policy. Pearson events highlight the Instituteâ™s mission, engage its stakeholders, and enhance its reputation as a leading research institute.
The Events Specialist will be responsible for supporting the execution of regular, smaller-scale events and for the support of major outward-facing, externally-focused events that highlight the research of the Institute and engage Pearson Faculty and Faculty Affiliates with policy makers and practitioners.
Support the strategic planning of major Pearson Institute externally-facing events.
Work with Pearson staff to understand the objectives of the events, follow strategic plans to execute the event
Ensure seamless coordination with Harris Public Policy and other key partners across campus
Execute project plans for the event preparation and day-of execution as directed
Follow and create if necessary detailed timeline for each stage of the event and preparation
Create guest lists and reports
Support Salesforce and database management
Support Pearson staff as needed
Execution and day-to-day operation of all internally-facing Pearson events
Develop timelines for planning and day-of-event activities, and oversee the planning and execution of logistics (e.g., facility selection, menu planning, transportation arrangements, and audio/visual equipment) for organization meetings and special events.
Track and review event preparation activities that include but are not restricted to:
Negotiation of contracts with vendors and coordination of vendor services such as catering, entertainment, and custodial services, to ensure that all event needs are met
Development of marketing materials such as invitations
Management of RSVPs and other attendant responses as well as post event follow-up (thank- you notes, audio-visual recording distribution, etc.)
Transportation and parking arrangement
Implementation of check-in procedures and attendance tracking options
Resolve any issues and/or conflicts that arise during the planning stages or the course of the events
Create contingency plans and implement solutions for any unexpected changes or issues that arise
Troubleshoot technical issues
Ensure implementation of event objectives is in compliance with University policies, procedures and standards
Pre-event coordination, day-of staffing, and post-event follow up of speakers as necessary
Ensure appropriate post-event follow up with all stakeholders, participants and vendors
Ensure smooth and timely payment and processing of all event-related costs
Support Pearson staff as needed
Professional demeanor, including tact, discretion, and a customer service-oriented approach to the job
Experience working with senior executives, dignitaries, and/or public officials preferred
Ability to execute events and meetings within an established budget
High attention to detail and follow-up, and excellent organizational skills
Ability to multi-task and handle multiple priorities and constituents simultaneously and demonstrate grace under pressure when handling challenging or unexpected situations
Ability to deliver high quality results in a dynamic environment
Ability to work collegially and collaboratively in a team setting
An exceptional work ethic and track record of personal initiative
Willingness and ability to travel, work some evenings and weekends required
Education, Experience or Certifications:
Bachelor's degree required
A minimum of 1-2 years of experience in event planning and meeting management, particularly with executive level events, required
Experience working at academic, public policy, or other large conferences; colloquia; symposia; awards programs; or similar activities is preferred
Experience managing events with international delegates preferred
Technical Knowledge or Skills:
Working knowledge and experience with Microsoft Outlook, Word, Excel, PowerPoint, Eventbrite, and MailChimp
Experience working with Salesforce or other CSR software
Familiarity with higher education environment and knowledge of the University of Chicagoâ™s unique culture is a plus
Second language a plus
(NOTE:When applying, all required documents MUST be uploaded under theResume/CV section of the application).
The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.
Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via the Applicant Inquiry Form.
The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at: securityreport.uchicago.edu. Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.
Internal Number: JR02680
About University of Chicago
One of the world's premier academic and research institutions, the University of Chicago has driven new ways of thinking since our 1890 founding. Today, UChicago is an intellectual destination that draws inspired scholars to our Hyde Park and international campuses, keeping UChicago at the nexus of ideas that challenge and change the world.