Careers

Job Description:

• Manage a complex suite of meetings and events from start to finish, including venue selection, catering arrangements, décor, music, purchasing, and other logistical needs. Events span a range from brief individual meetings or committee sessions to multi-day board meetings and retreats on and off campus. Events are mostly held on campus or throughout Chicago, and on occasion, in locations outside of Chicago or the U.S. Perform venue selection visits to assess opportunities for locations and programming. 

• Develop and strengthen key relationships with internal and external partners by creating and executing best-in-class events and engagement opportunities.

• Manage VIP visits with dignitaries and leaders from industry and academia that achieve visit objectives and showcase the Universityâ™s impact on the world.

• Contribute ideas and assist with executing on programmatic aspects of events, including working with faculty, students, senior leaders, and others to achieve strategic engagement goals.  Proactively coordinate and communicate with speakers and guests, as needed. 

• Prepare event briefings for senior leaders and staffing plans detailing the staffing assignments for each aspect of each meeting. 

• Manage the execution of engaging hybrid meetings with a focus on the user experience and board membersâ™ ability to govern the institution.

• Manage the audio/visual experience for board meetings, working with both in-house and external A/V vendors.  Must have a high degree of comfort with Zoom technology and a general familiarity with A/V vendor selection and best practices.  

• Assess the capabilities of vendors for all aspects of events and meetings, including evaluating expertise for a variety of functional needs, pricing, customer feedback, and responsiveness.

• Support pre- and post-event needs, including communications, event registration, RSVP tracking, and related activities.

• While expertise with graphic design software is not required, the individual must have a keen eye for design and the ability to produce professional print pieces using the standard Microsoft Office suite and to direct the work of an outside graphic designer.

• Write copy and direct the design of event invitations and related communications and collateral material.  Send high-quality messages on behalf of University leadership.

• Develop detailed event budgets and manage, process, and track event expenses.  Ensure event expenses are in line with budget and that vendors costs are consistent with estimates.  Process reimbursements, as necessary.  Report on event expenses and trends.

• Measure the effectiveness of events and communications by gathering and analyzing qualitative and quantitative feedback.

• Collaborate with team members on a variety of special projects. Examples include performing research and generating reports; researching and ordering customized gifts to recognize exceptional board service; ordering branded materials for meetings; preparing memos and communications; staffing Trustees and other leaders for campus visits; etc.

• Schedule individual and group meetings on and off campus, as needed.

• Develops and executes day-to-day event logistics, and other complex assignments with minimal guidance from others.

• Guides research, including vendor selection and contract negotiation. Keeps track of all expenses, prepares reports on costs, solves complex problems as they arise.

• Perform other related work as needed.

Preferred Qualifications
 

Education:

• Bachelorâ™s degree.

Experience:

• At least 5 years work experience.

• Experience planning complex, high-quality events for senior executives.

• Experience in higher-education or similar non-profit setting.

Technical Skills or Knowledge:

• Proficiency in Microsoft Word, Excel, PowerPoint, Outlook, and various web browsers.

• Proficiency with information technology, including databases, maintaining websites, using mobile devices, and preparing graphics and publications.

• Proficiency with Adobe Acrobat and compiling materials into PDF format.

Preferred Competencies

• Strong knowledge of the Chicago-area events, catering, and venue industry.

• Exceptional oral, written, and interpersonal communication skills.

• Exceptional organizational skills and keen attention to accuracy and detail.

• Exceptional time management and follow-up skills.

• Work independently and manage, prioritize, and accurately complete multiple tasks and projects.

• Maintain confidentiality, exercise judgment, and discretion.

• Communicate with maturity, tact, and courtesy towards Trustees, staff, visitors, and colleagues.

• Problem-solve, function effectively in a fast-paced office environment, and to produce quality work on tight deadlines.

• Experience interacting with high-level constituents and volunteer leaders.

• Strong communicator and collaborator who enjoys working both independently and on a team.

Working Conditions

• Some evenings and weekends work, as needed.

• Occasional travel to out of state board meetings and events.

Application Documents

• Resume/CV (required)

• Cover Letter (required)

• Three Professional References (required)

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.

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About University of Chicago (UC)

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.

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