Events & Operations Officer

2 weeks ago

Chicago, Illinois, United States The Chicago Council on Global Affairs Full time

The Chicago Council on Global Affairs is where your world and the world meet. A nonpartisan, nonprofit organization founded in 1922, the Council empowers more people to help shape our global future. We are a welcoming, inclusive, globally curious community committed to expanding public knowledge of and engagement in global affairs. Through public events and digital content, we explore diverse perspectives on global issues and put our audiences, in-person and online, at the heart of important conversations with global leaders, influencers, and changemakers. We identify and support Chicago's rising civic and corporate leaders as they move into global leadership roles, and inform, inspire, and involve the next generation in exploring global issues and how we're all connected. The Council also is renowned for bringing a wider range of voices to bear on global issues and US foreign policy through public opinion research that, for 50 years, has influenced debates and advanced effective policymaking.

If you believe, as we do, that greater knowledge and engagement can help create a more promising world for all, you belong here.

The Role

The Chicago Council on Global Affairs seeks an events and operations officer to manage leadership dinners and catering logistics for hybrid and in-person events in the Council's meeting spaces. The Officer will assist with the planning and execution of events with senior-level donors, experts, and policymakers. With practical skills in event planning and vendor management, the events officer builds on the Council's reputation for excellence and ensures successful event outcomes are realized. The Officer participates collaboratively with the Operations team's diversity, equity, and inclusion strategies.

The events and operations officer position is a hybrid role and requires in-person attendance at our Downtown Chicago location based on the event calendar and work activities.

Responsibilities

Responsibilities include, but are not limited to:

Events (Hybrid & In-Person) & Dinners

  • Represent the Council at 50-60 hybrid and in-person events per year, interacting professionally with speakers and audience members. Manage VIP seating for special guests.
  • Serve as the main liaison to the Council's catering partner for budgeting, setup needs, onsite service specifications, and food and beverage service.
  • Execute a wide-range of events to support hybrid and in-person programming including, broadcast level productions, networking receptions, roundtables, and private convenings.
  • Collaborate with the Development team to help plan and execute private dinners including managing catering, seating and on-site management.
  • Coordinate catering and meeting needs for Emerging Leaders sessions, Board meetings and Donor Meetings with the CEO and/or Senior Vice Presidents.

Drop-off Catering

  • Manage relationships with catering partners and oversee consistency in food quality, service, and pricing.
  • Work with colleagues to select suitable menu options that stay within budget parameters.
  • Place drop-off catering orders and coordinate delivery and setup for internal and external meetings.

Venue Relations

  • Assist with day-to-day maintenance and operations of the Conference Center.
  • Coordinate with the building on HVAC, security, housekeeping, and ADA needs.
  • Regularly provide a calendar of upcoming events to building management inclusive of security and housekeeping needs.
  • Organize room flip or furniture movements for program setups.
  • Process and track payments for vendors including catering, speaker travel and regular maintenance.
  • Guest entry into security system for meeting and small program hosted in the office.
  • Setup for in-person program including adjusting chairs/tables and water station.

Additional Tasks

  • Provide administrative support for the Operations team by assisting with daily tasks involving the Conference Center, processing invoices, and drafting correspondence.
  • Occasionally assist at the front desk in meeting/greeting Council constituents and answering or routing incoming calls.
  • In collaboration with COO, plan all staff social functions
  • Monitor shared general information inbox and direct communications to appropriate staff member.
  • Utilize digital platforms including Cvent, Salesforce/CMS processes for events
  • Assist Operations team (IT, Human Resources & Finance) on special projects.
  • Order supplies for Conference Center & Office including kitchen supplies.
  • Perform other projects as assigned.

Qualifications

  • A bachelor's degree with 2-3 years' experience in event planning.
  • Superior organizational skills, keen attention to detail, and knowledge of the highest standards for service delivery.
  • Knowledge of the hospitality industry including contracts and pricing structure.
  • Experience coordinating meal functions with audiences of
  • Strong interpersonal skills and the ability to work cooperatively in a fast-paced team environment.
  • Skilled at managing multiple concurrent projects and deadlines.
  • Professional attitude, with the ability to communicate with donors at all levels using courtesy and discretion.
  • Comfortable with flexible hours and the ability to work evening and early morning events.
  • Excellent written and verbal communication skills.
  • Experience using MS Office (Word, Excel, and Outlook).
  • Knowledge of Salesforce and Cvent is a plus.
  • Based in the Chicagoland area with the ability to work from the office at least 2-3 days per week for events and office projects.
  • Ability to travel an estimated two times a month to local event venues.
We are an equal opportunity employer and do not discriminate on the basis of actual or perceived race, color, sex, sexual orientation, gender identity, national origin, ancestry, religion, age, handicap or disability, marital status, military service or veteran status, genetic information, or for any other reason prohibited by applicable law.

Our Commitment to Diversity, Equity & Inclusion

We are committed to weaving diversity, equity, and inclusion throughout the fabric of the Council, and we believe people — their identities, experiences, beliefs, knowledge, and ideas — are critical to our success and to global affairs. We will elevate diverse voices and identities and a full range of perspectives, advance equitable and inclusive access to exploring and shaping ideas, and ensure our organization reflects the diversity of Chicago, our nation, and the world.

To learn more, visit:

Vaccination Statement

For the safety and well-being of our staff, the Council requires that all prospective employees submit proof of an up-to-date COVID vaccination and booster record or seek a reasonable accommodation for a religious or medical reason prior to their first day of employment.

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