Temporary Events Associate

University of Chicago•Chicago, IL

8d•$25 - $30•Hybrid

About The Position

The Advancement Office engages alumni (~220k), current students, parents, and friends of the University through intellectual, professional and social activities on campus, around the world and online. Advancement raises $600 Million annually to support faculty and researchers, practitioners and patients, and students and programs across the University. Our work supports priorities in every division, school, department, and institute. The Stewardship and Events team within the Office of Advancement oversees and implements best practices in outstanding donor engagement, stewardship, and events, creating exemplary experiences that cultivate lasting relationships with our alumni, donors, and friends.

Requirements

Outstanding interpersonal and communications skills characterized by the ability to listen, speak, and write effectively.
Explain complex ideas clearly and simply.
Manage confidential information with discretion and tact.
Act with integrity, professionalism, and confidentiality.
Work collegially and collaboratively in a team setting.
Self-motivated and take initiative.
Prioritize multiple projects and independently follow through with detail.
College or university degree required.
A minimum one year of event support and coordination experience preferred.
Demonstrated skill and knowledge of, or ability to learn quickly, the internal workings of the University as well as the technology tools available to Advancement, including Phoenix (the University's Donor Relationship Management System), Microsoft Windows computer environment, Microsoft Outlook, Word, Excel, PowerPoint and Access.
High proficiency in Zoom, Box, and Google Suite (Drive, Sheets, Docs, and Forms) required.
This position has a hybrid work schedule which includes a minimum three days per week weekly in office presence.
In-person presence during key events and meetings, including mandatory on-site support in Chicago on key dates in April, May and June 2026.
Travel to domestic and international markets on key dates starting in June 2026.
Work flexible hours to meet business needs.
Resume/CV
Cover Letter

Nice To Haves

Background working with event registration platforms, Cvent preferred.
Salesforce experience preferred.

Responsibilities

Assists the Advancement Events team with short-term, ad hoc, and long-term project and in-person, virtual, and hybrid events.
Learns and optimize the online event registration system, Cvent.
Maintains event resources such as online forms, research and tracking of event venues, and vendors lists.
Organizes logistics for meetings and events such as reserving rooms and catering, AV/tech set up, agenda distribution, parking, room setup, name tents and badges, meeting materials, etc.
Assists with the creation and production of nametags and registration lists.
Provides onsite assistance at designated events.
Utilizes data management tools including look up, tracking, and reporting.
Orders, prepare, and pack/ship event materials for events locally and internationally.
Creates basic event briefings for key staff and event-related communications for speakers and participants.
Coordinates invoices and vendor payments, tracks expenses, and maintains event budgets.
Provides pre-event in-office support.
Plans and schedules events, programs, and outreach.
Coordinates event-day logistics, and performs other routine assignments with guidance from others.
Maintains guest lists and assists with mailing invitations and creating brochures for the event.
Performs other related work as needed.