Assistant Director of Events, The College

University of Chicago•Hyde Park, IL

10d•Hybrid

About The Position

The University of Chicago College seeks an Assistant Director of Events to join its communications team to support its work to increase recognition of the College as a preeminent liberal arts undergraduate program within a leading global research university to external and internal audiences. The Assistant Director of Events will serve as a strategic adviser and partner to units across The College, helping plan, communicate about, and execute a variety of events for undergraduate students, faculty, and the general public. Part of University Communications, The College communications team provides dedicated support to the undergraduate college while contributing to central efforts to further the global reputation of the University of Chicago.

Requirements

Minimum requirements include a college or university degree in related field.
Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.

Nice To Haves

Bachelor’s degree in a related field.
Progressively responsible experience in event planning and meeting management.
Background with project management platforms, such as Asana.
Proficient with Adobe Creative Suite and Microsoft Office Suite.
Proficient in social media platforms, website content management, and other web tools.
Strong marketing and event management skills.
Proven ability to problem-solve with minimal direction.
Exercise good judgment in key-decision making moments.
Deliver high-quality work under pressure in complex situations.
Extensive project management and analytical skills.
Excellent communication and customer service skills.
Quickly learn new systems.
Balance multiple projects and manage day-to-day tasks effectively and professionally.
Strong attention to detail and excellent organizational skills.
Strong verbal and writing skills.
Work collegially and collaboratively in a team setting.

Responsibilities

Develops and maintains resources and tools that help streamline the event planning process; ensures all events exhibit high-level quality in planning and execution in order to meet and exceed expectations associated with the College brand.
Leads the planning and coordination of meetings, visiting lecturer and speaker events, key student events, and other special activities hosted by the College.
Manages large-scale key College programs, including Class Day and the Undergraduate Research Symposium.
Leads vendor selection and contract negotiation; coordinates vendor services including catering, entertainment, audio/visual support, facilities services, transportation, and photo/videographer, to ensure all event needs are met.
Oversees onsite logistical preparations and post-event wrap-up for select events.
Creates event descriptions and overviews, briefings, and other relevant event documents.
Promotes events to College students and/or other targeted audiences.
Helps resolve any issues in logistics during event planning and production.
Identifies needs of proposed events and develops the tools and resources necessary to ensure effective execution of the event.
Researches and proposes event and/or speaker ideas that further the College’s strategic goals.
Corresponds with key guest attendees for events, such as panelists and featured speakers.
Uses templates and specific event plans and timelines for assigned events to ensure all necessary tasks and logistics are completed within the appropriate time frame.
Develops and maintains solid relationships with colleagues in the College, University partners, and external stakeholders.
Establishes efficiency in business processes, procedures, and other daily operations.
Ensures professional, courteous, and proactive client and guest services.
Proactively contributes to overall team success by presenting ideas, identifying problems, anticipating needs, and researching solutions.
Creates and proposes budgets as outlined by project needs and objectives.
Manages and processes event invoices and payments.
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.
Reviews and finalizes the guest lists, assists with mailing invitations and creates complex brochures for the event.
Implements ideas for improvement as they are identified in addition to providing post-event feedback on turnout and vendor performance.
Performs other related work as needed.