Events Manager

uchicago; Chicago (IL); On-site; USD 60,000 - 85,000; Full time

Job summary

The University of Chicago’s Chicago Forum seeks an experienced Events Manager to drive and oversee events coordination in a fast-paced, mission-driven environment.

The role requires managing complex logistics for diverse events, from planning timelines to on-site production, vendor negotiations, and budget adherence. Flexible support for evening/weekend events is expected as needed.

Qualifications

• Education: college or university degree in related field.
• 2–5 years of work experience in a related discipline.
• Certifications are not required.

Responsibilities

• Manage and execute intricate event logistics for in-person, hybrid, and virtual events.
• Create planning timelines and ensure tasks are completed for each event.
• Coordinate all logistics including venue research, security, catering, transportation, decor, floor plan, AV, and custodial services.
• Develop relationships with campus community and event management counterparts.
• Lead on-site event production and work with vendors to execute events.
• Oversee conferences hosted overseas and negotiate with vendors and agencies abroad.
• Run hybrid and virtual events, determining optimal technology for delivery.
• Create and manage event budgets and track cost-saving initiatives.
• Process invoices in the University financial system and generate guest lists/reports.

Skills

Event management

Vendor management

Budgeting

Communication

Project management

Education

Bachelor's degree in related field

Tools

Event management software

Project management

Job description

Department

FFIE Chicago Forum Programming

About the Department

The principle of complete freedom of speech on all subjects has from the beginning been regarded as fundamental in the University of Chicago...this principle can neither now nor at any future time be called in question. - William Rainey Harper, Founding President of the University of Chicago.

Free expression and open discourse have been fundamental values at the University of Chicago since its inception. Our newly launched center, the Forum for Free Inquiry and Expression (the Chicago Forum) builds on that historic commitment to promote the understanding, practice, and advancement of free and open discourse at the University of Chicago and beyond. Its initiatives include hosting multi-viewpoint events on a diverse range of topics, conferences for higher education leaders, workshops to develop skills for open discourse, support for academic research, and active contribution to media and public discussions.

Job Summary

The Chicago Forum seeks an Events Manager to drive and oversee events coordination. This position reports to the Senior Director of Programs. The Events Manager will join a collaborative, mission-driven team committed to free inquiry, the engagement of diverse perspectives, and professional excellence. The ideal candidate thrives in a fast-paced, ever-changing event environment, seamlessly pivoting strategies, vendors, or logistics in response to shifting priorities, budget changes, or on-site challenges with minimal disruption to event execution.

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.

Minimum Qualifications

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

Preferred Qualifications

• Experience: 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.

Preferred Competencies

• Analytical abilities with research and troubleshooting skills.
• Ability to juggle multiple events and tasks simultaneously.
• Skilled at anticipating, troubleshooting, and resolving operational and logistical chal