Event Management Specialist
2 weeks ago
The Events Management Specialist plays a pivotal role in the coordination and execution of various events at the University of Chicago. Working closely with the Events and Operations Manager, this position is integral to the Events team, ensuring that all aspects of event planning and logistics are handled efficiently.
Key Responsibilities
1. **Event Coordination**: Collaborate with the Events and Operations Manager to assist in the organization of events, which includes:
- Reserving venues and hotel accommodations
- Liaising with catering services
- Communicating with speakers and arranging transportation
- Setting up audio/visual equipment
- Tracking attendance and providing updates to the team
- Preparing necessary printed materials
2. **Vendor Management**: Identify program requirements, select vendors, and finalize contracts to ensure optimal service and cost-effectiveness for events.
3. **On-Site Support**: Provide on-site assistance during events, including setup and breakdown, and swiftly address any issues that arise to ensure seamless execution.
4. **Speaker Liaison**: Serve as the primary contact for event speakers, managing logistics, travel arrangements, and collecting feedback post-event.
5. **Content Management**: Work with the Communications team to ensure the accuracy of event-related information and maintain event registration pages and guest lists.
6. **Data Compilation**: Gather and analyze data for event evaluation, contributing to continuous improvement initiatives.
Qualifications
- **Education**: A college or university degree in a related field is required. A Bachelor's degree in business, communications, public relations, marketing, or hospitality management is preferred.
- **Experience**: Previous experience in event or conference planning is advantageous.
- **Technical Skills**: Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
Preferred Competencies
- Strong attention to detail and organizational skills
- Ability to manage multiple projects and meet deadlines
- Excellent verbal and written communication skills
- Demonstrated initiative and ability to work independently while maintaining close communication with the Events and Operations Manager
- Understanding of the dynamics within higher education or nonprofit sectors
Working Conditions
This role may require occasional early mornings, late evenings, or weekends, depending on event schedules.
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