Executive Events Manager

Department

Corporate Engagement Office

About the Department

Our team works closely with faculty, deans, senior leadership, administrative units, and outside partners to facilitate ideas with great potential for innovation and impact that require deep, seamless collaboration. Together, we help University experts identify and foster ambitious opportunities to expand the reach of science, technology, and innovation; develop partnerships and drive funding to research; bring new opportunities to students; and assess and advance collective science and research activities.

Job Summary

The Executive Events Manager supports two offices within the University of Chicago's Vice President for Research portfolio, the Corporate Engagement Office and the Research Strategy Office, teams that work at the intersection of academia, industry, and government to advance the University's research mission. This role is at the heart of how both offices engage externally: planning and executing high-profile events and delegations that regularly bring together trustees, senior government officials, and industry executives.

We're looking for someone who brings equal parts operational discipline and professional polish. A natural problem-solver who can manage competing priorities without losing sight of the details that make a high-stakes event feel seamless.

Responsibilities

• Leads planning and execution of the full range of high-profile events across both offices, including executive visits and delegations from current and potential partner organizations, symposia, conferences, and workshops, both domestic and international, which regularly engage trustees, senior government officials, senior industry executives, and university leaders.
• Works closely with the Research Strategy and Corporate Engagement teams to understand event and delegation objectives and develops event designs that meet those objectives.
• Coordinates with other University units on event planning and execution, including the Office of the President, Office of the Provost, Deans' offices, Office of University Events and Ceremonies, and others.
• Serves as a point of contact for counterparts in industry, government, and other academic institutions in support of event and delegation coordination.
• Oversees the integration of vendor tasks; tracks and reviews vendor deliverables.
• Manages event logistics end-to-end, including calendaring, materials preparation, presentation support, and attendee communications.
• Executes events on-site, managing real-time coordination and troubleshooting to ensure a smooth and high-quality experience for all attendees.
• Prepares post-event write-ups and captures learnings to inform future event planning and strategy.
• Leads end-to-end planning and execution of inter-office events, including team gatherings, working lunches, workshops, panels, and receptions, partnering with leadership to align format and logistics with event objectives.
• Coordinates special projects as directed by the Corporate Engagement Office and Research Strategy Office leaders.
• 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.

Minimum Qualifications

Education:

Minimum requirements include a college or university degree in related field.

Work Experience:

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

Certifications:

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Preferred Competencies

• Exceptional attention to detail and follow-through, with a demonstrated ability to track tasks and ensure completion across all phases of event planning and execution.
• Manage multiple complex priorities simultaneously without losing sight of deadlines, quality, or stakeholder expectations.
• Strong written and oral communication skills, to build relationships and engage effectively with stakeholders at all levels, from administrative staff to trustees, senior executives, and external partners.
• High degree of discretion, tact, and professional judgment when working with sensitive information and engaging senior officials and executive stakeholders.
• Remain calm and solution-oriented under pressure, making sound decisions and troubleshooting challenges in real time.
• Navigate a complex institutional environment, build relationships across offices, and coordinate effectively across governance structures and administrative units.
• Strong grounding in event planning principles, including logistics management, guest experience design, and hospitality best practices across a range of event formats and scales.

Working Conditions

• Hybrid work schedule, which includes in-office presence multiple days a week.
• Use computers extensively throughout the workday, 4 hours or more.
• Stand for 2 to 4 hours.
• Sit for 4 hours or more.
• Use standard office equipment.
• Early mornings, evening, and weekend hours may be required to meet the demands of the event schedule, as well as on-site presence at meetings and events.
• Domestic and international travel to support event execution.

Application Documents

• Resume/CV (required)
• Cover Letter (preferred)
• References Contact Information (3)(required)

The University of Chicago uses AI-assisted tools to streamline and augment some recruitment processes; however, AI is not used to make hiring decisions.

When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.

Job Family

Communications

Role Impact

Individual Contributor

Scheduled Weekly Hours

37.5

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Pay Rate Type

Salary

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FLSA Status

Exempt

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Pay Range

$80,000.00 - $95,000.00

The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting.

Benefits Eligible

Yes

The 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.

Posting Statement

The 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.

Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.

All offers of employment are contingent upon a background check that includes a review of conviction history.A conviction does not automatically preclude University employment.Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

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.