Events Manager

The University of Chicago; Chicago (IL); On-site; USD 66,000 - 76,000; Full time

Benefits offered by this job

Benefits Eligible

Job summary

The University of Chicago is seeking an Events Manager for the Chicago Forum to coordinate complex events across in-person, hybrid, and virtual formats. You will lead planning, logistics, budgeting, vendor negotiations, and on-site production within a collaborative, mission-driven team that values free inquiry and diverse perspectives.

The role requires 2–5 years in event logistics, strong timeline management, and excellent communication with campus partners, vendors, and guests, while staying

Qualifications

• College or university degree in related field.
• 2–5 years of work experience in event logistics.
• Experience managing all aspects of event logistics for conferences, workshops, or public forums.

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.
• Coordinate and oversee venue research, security, catering, transportation, decor installations, AV, and related services.
• Develop productive working relationships with campus community and event management counterparts.
• Lead on-site event production and work with vendors to execute events.
• Oversee budgets and ensure cost-saving initiatives are tracked year over year.

Skills

Event logistics

Vendor management

Budget management

Timeline planning

Contract negotiation

Education

Bachelor's degree in related field

Job description

Department

FFIE Chicago Forum ProgrammingAbout the DepartmentThe 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 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.

Working Conditions

Lift 25 pounds and carry supplies and equipment to event locations. Must be in Chicago, on site at the University.

Job FamilyCommunicationsRole ImpactIndividual ContributorScheduled Weekly Hours37.5Drug Test RequiredNoHealth Screen RequiredNoMotor Vehicle Record Inquiry RequiredNoPay Rate TypeSalaryFLSA StatusExemptPay Range$66,000.00 - $76,000.00Benefits EligibleYes

Posting StatementThe University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination. All offers of employment are contingent upon a background check that includes a review of conviction history. The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at: http://securityreport.uchicago.edu. Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.