The Events Manager will drive and oversee events coordination for the Chicago Forum, reporting to the Senior Director of Programs. They will manage intricate event logistics for in-person, hybrid, and virtual events, including venue selection, catering, security, and on-site production. The role involves creating timelines, managing budgets, and coordinating with vendors and campus partners. The manager will also support student-led events and handle evening and weekend events as required.

Responsibilities

Manage and execute intricate event logistics for in-person, hybrid, and virtual events.
Create planning timelines and ensure that every task gets completed for each event, anticipating and resolving operational challenges.
Coordinate and oversee all logistics for each event, including but not limited to venue research and selection, security, catering, transportation, decor installations, floor plan, linen, equipment, audio-visual, and custodial services.
Develop productive working relationships with campus community and event management counterparts in other units.
Lead on-site event production. Works effectively with other event professionals and vendors to execute each event.
Oversee management of conferences hosted overseas and be comfortable negotiating with vendors and agencies abroad.
Run hybrid and virtual events with ease, and determine optimal method of technology for event delivery.
Create and manage event budgets. Adheres to overall budget for each event and tracks cost-saving initiatives from year to year if an annual event.
Ensure all invoices are processed in University financial system.
Generate guest lists and reports based on set event criteria. Provides timely updates to event lead and event partners.
Communicate with guests to answer event-specific questions.
Produce all printed event materials such as nametags, place cards, table tents, table diagrams, brochures, programs, etc.
Administer all activities with a high attention to detail.
Partner with Student Engagement Manager in the delivery of student-led events.
Flexibly support evening and weekend events as required in a lively, collaborative, and team-oriented environment.
Execute day-to-day event logistics, and other moderately complex assignments with some guidance from others.
Assist with research, including vendor selection and contract negotiation. Keeps track of all expenses, prepares reports on costs, using existing procedures to solve moderately complex problems as they arise.
Works to implement ideas for improvement as they are identified in addition to providing post-event feedback on turnout and vendor performance with direction from others.
Performs other related work as needed.

Requirements

Minimum requirements include a college or university degree in related field.
Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.

Nice to have

Demonstrated success managing all aspects of event logistics for conferences, workshops, or public forums in academic, corporate, or nonprofit settings.
Experience creating detailed event timelines and coordinating multiple tasks and vendors under tight deadlines.
Proven ability to research, negotiate contracts, and manage vendor relationships, including catering, AV, and venue services.
Track record of planning and adhering to event budgets, preparing cost reports, and implementing cost-saving measures.
Prior involvement in higher education, mission-driven organizations, or settings that value civil discourse and engagement of diverse perspectives.
Analytical abilities with research and troubleshooting skills.
Ability to juggle multiple events and tasks simultaneously.
Skilled at anticipating, troubleshooting, and resolving operational and logistical challenges in a fast-paced environment.
Strong project management and organization skills.
Strong written and verbal communication skills, including the capacity to confidently present information and respond to questions from diverse stakeholders.
Is comfortable pivoting plans and strategies seamlessly in response to changing priorities, budgets, or on-site challenges.
Superior customer service skills, teamwork, and strong attention to detail.
Effectively present information and respond to questions from groups of managers colleagues, or guests.
Poise and ability to demonstrate grace under pressure when handling challenging or unexpected situations, and multiple constituents; and is able to troubleshoot challenges that arise with minimal supervision.
Appropriately represents the Chicago Forum, including adherence to professional appearance, demeanor, and manner of interacting with others.
Maintain a calm and courteous demeanor while handling competing priorities, a heavy workload, complex problems, and tight deadlines.
Able to quickly learn new systems, event management tools, and technologies as needed.
Deliver high quality results in a dynamic environment and to anticipate and respond to future needs.
Understands the University culture and reflects it well.
A commitment to UChicago’s first principle of free inquiry and expression; familiarity with the University of Chicago a plus.

Benefits

YesThe University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook .