Job Description:

• Supports the Speaker Series program by coordinating logistics of events and programming.
• Assists with researching creative event and speaker ideas.
• Assists the Production Manager with identification and resolution of event and program needs, including vendor selection and contract negotiation.
• Supports the Production Manager by tracking expenses and handling most accounts payables for the Speaker Series program, including corporate card expenses, purchase orders and invoice payments, as well as other vendor payments.
• Assists with maintaining contact and engagement data in the IOPâ™s CRM database related to the Speaker Series program, including guest release forms and retention of other Speaker Series data, such as attendance data and audience feedback.
• May also regularly perform sophisticated data analysis of Speaker Series event data to track interests, best and worst times of day and weeks within the quarter to program events. 
• Assists with creating event pages, monitoring registration numbers, and communicating with registrants of any programmatic changes.
• Reviews and finalizes guest lists and facilitates sending invitations.
• Assists the Production Manager with coordination of AV needs for Speaker Series events.
• Assists with management of event calendars (Box, Outlook, and G Cals).
• Facilitates student sessions with speakers.
• Ensures a positive guest experience by arranging travel, lodging, car service, and other comforts for all guests.
• Provides onsite production help during events.
• Assists Production Manager in overseeing the Speaker Series Logistics intern(s) and cohort of 45 events ambassadors (student volunteers) annually.
• Expected to be onsite during most events,
• Approximately two business related trips are required each year.
• Assists with special projects.
• Maintains guest lists and assists with mailing invitations and creating brochures for the event.
• Compiles data to be used in event and program evaluation. Contributes to improvements by implementing ideas as they are identified, with general direction from others.
• Performs other related work as needed.

Preferred Qualifications

Experience:

• Managing event logistics, including catering, venue selection, guest travel and RSVP processes.
• Background managing contracts is a plus.

Technical Skills or Knowledge:

• Proficiency with computers including Google Docs.
• Knowledge of Microsoft Office Suite.
• Skilled with CRM software, Adobe, and Canva a plus.

Preferred Competencies

• Highly organized with keen attention to detail and commitment to accuracy and confidentiality.
• Juggle multiple assignments, manage tight deadlines and work successfully in a fast-paced environment.
• Stays current on political news.
• Work independently and with a team
• Excellent interpersonal skills and work effectively in a creative, intellectual team environment.
• Strong verbal and written communications skills.
• Excellent time management skills, with the ability to prioritize and multi-task on deadline in a fast-paced environment.
• Adaptable to dynamic working environment.
• Demonstrated ability to work collaboratively and effectively in a team environment with a wide range of constituencies including high-profile guests, senior leaders, board members, colleagues, students and volunteers.
• Strong commitment to diversity.
• Set priorities and meet deadlines.
• Work successfully and professionally with the University community including students, faculty and staff, as well as external individuals and organizations on behalf of the Institute of Politics.
• Interest in, and some knowledge about politics and public policy.

Working Conditions

• Work non-traditional hours and travel occasionally.
• This role will perform tasks mainly indoors in an office setting.
• Some outdoor events may take place during Fall and Spring.
• Lift and carry up to approximately 50 pounds.
• See, including color, depth perception, or clarity.
• Stand for 6 hours or more.

Application Documents

• Resume/CV (required)
• Cover Letter (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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