Assistant Director of Events

Department

COMM College Communications

About the Department

University Communications aims to increase the understanding, recognition, and advocacy of UChicago’s impact as one of the world’s leading research universities. Our teams focus on building the University brand, enhancing and protecting its reputation, and engaging our University community.

Job Summary

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.

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.

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 Qualifications

• Bachelor’s degree in a related field.

Experience:

• Progressively responsible experience in event planning and meeting management.

Technical Skills or Knowledge:

• 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.

Preferred Competencies

• 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.

Working Conditions

• Work some evenings and weekends.
• Hybrid work schedule.

Application Documents

• Resume/CV (required)
• Cover Letter (required)
• 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

$72,000.00 - $93,500.00

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.