University of Chicago
Assistant Director, Programs and Events
University of Chicago, Chicago, Illinois, United States, 60601
Assistant Director, Events And Programs
The Assistant Director, Events And Programs plays a key role in advancing the Family Office Initiative's mission by designing and executing strategic, high-impact events and programs that engage diverse audiences, including students, faculty, alumni, donors, and the broader community. This highly collaborative role requires creativity, attention to detail, and strong relationship-building skills to deliver exceptional experiences across platforms. Responsibilities include managing logistics such as communications, budgets, AV/IT, registrations, vendor coordination, and volunteer support, while ensuring all content and programming align with the Family Office Initiative's brand and strategic goals. The Assistant Director also leads initiatives like the Family Office Initiative student internship program and supports broader organizational objectives. A primary focus of the role is the Family Office Summit, where the Assistant Director oversees logistics for high-profile speakers and guests, ensuring seamless execution and maintaining discretion. Responsibilities include: Leads the planning and execution of the Family Office Summit and other events that include students, alumni, Booth and UChicago leadership, and community partners. Provides support for all Family Office Initiative programs and operations. Plans and manages in-person, virtual, and hybrid events including steering committee meetings, council meetings, workshops, conferences, student events, and summits. Prepares agendas, coordinates complex schedules and manages multiple events simultaneously. Leads the end-to-end project management and logistics for summits, workshops, and other events to ensure a successful experience for attendees, speakers, faculty, and guests, including event-day logistics and on-site support. Strong interpersonal and organizational skills. Works in close coordination with Family Office Initiative steering committee, council, and leadership to ensure coordination of programming, which may require evening or early morning calls or meetings. Organizes logistics for meetings and events such as reserving meeting rooms, venues, room blocks, coordinating catering, AV/tech setup, parking, room setup, name tents and badges, meeting materials, etc. Maintains a calendar of events and coordinates with catering, IT/AV, contracts/procurement, and facilities teams when appropriate. Creates, tracks, and maintains event registration pages, RSVPs, and invitation/guest lists. Prepares program- and event-related communications for speakers and participants including scheduling, registrations, confirmations, reminders, updates, and processing event fees/refunds. Supports event speakers by drafting logistics emails, booking travel/hotels, collecting slides, coordinating meetings and activities, responding to on-site needs, and collecting feedback. Coordinates faculty and speaker availability. Maintains and updates the Family Office Initiative website and social media channels, ensuring the overall site, event, and program-specific content are current, accurate, and optimized for user engagement. Recruits, trains, coordinates, and manages volunteers and student ambassadors to FO Summit. Collaborates with Booth student services and develops relationships with student groups. Assists in the development of the Family Office Initiative student internship program. Collaborates with FO Council members to identify opportunities, recruit qualified students, monitor and track student progress, and engage in active communication with employers. Utilizes project management skills and tools, such as Airtable, to organize, track, monitor, and report on events and programs. Maintains event resources, such as Cvent, Qualtrics surveys, toolkits, mailing lists, vendor contact information, etc. Uses and maintains databases and tools to track and report on project attendance, milestones, and deliverables, and follows up with key stakeholders. Manages data updates to Phoenix, including event attendance, special handling tags, prospect assignments, qualification data, and meeting notes. Liaison to the advancement team as needed. Assists in recording, compiling, and analyzing evaluation data, which measures the effectiveness/success of programs and courses. Prepares, distributes, and analyzes pre- and post-event data, research, and surveys. Collects data, testimonials, and feedback to evaluate success, opportunities of growth and messaging. Curates and maintains a digital resource library to organize presentations, templates, photos, and event assets for future planning and ensure brand consistency. Maintains event and meeting archives. Assists with managing and negotiating vendor contracts. Coordinates invoices and vendor payments, tracks expenses, and prepares reports on costs. Liaison to accounting and contracts as needed. Communicates and discusses contract terms with outside vendors. Administers contracts. Maintains organizational records and archives relevant information and program materials. Receives a moderate level of guidance and direction. Markets student activities programming throughout the year. Develops and implements protocols for evaluating the effectiveness of programs. 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. Preferred qualifications: Education: Bachelor's degree. Experience: At least three years of experience in event coordination and planning, logistics, or event management. Background working in nonprofit, academic, or mission-driven environments. Technical skills or knowledge: Highly proficient in Microsoft Office (Word, Excel, PowerPoint, and Outlook), Google Workspace, Qualtrics, and project and event management tools, such as Eventbrite, Cvent, Airtable. Familiarity with social media platforms and content management tools. Proficiency with Phoenix CRM system, especially Salesforce. Familiar with marketing, content design, graphic design and/or video editing tools, which includes Marketo, Sitecore, Canva, Adobe Photoshop, Adobe InDesign, and Adobe Acrobat. Familiarity with Canvas learning management system. Preferred competencies: Strong organizational and multitasking skills with high attention to detail; problem-solving and analytical skills. Outstanding interpersonal and communications skills including verbal, written, and presentation skills and interpret various forms of information. Work both independently and as a team member; possess a self-starter disposition. Demonstrated ability to work effectively and collaboratively with colleagues, students, alumni, faculty, corporate executives, and other stakeholders in a multitude of communication methods, including in person, email, and phone. A strong commitment to customer service and easily establish rapport and cultivate relationships with constituents both inside and outside of the organization. Effectively prioritize, triage, and manage competing priorities and deadlines. Receptive to feedback, willing to learn and embrace continuous improvement. Exceptional professional demeanor, including tact and ability to work discreetly with sensitive and confidential data. Comfortable with public speaking and facilitating group discussions. Demonstrated commitment to the Family Office Initiative and its goals, and to creating an inclusive environment for students, colleagues, and other Family Office Initiative stakeholders. Working conditions: This position is currently in a hybrid work environment. In-person presence during key events and meetings. Some early morning, evening, weekend, and occasional travel based on program needs, including travel to Gleacher Center or UChicago facilities. Application documents: Resume/CV (required) Cover Letter (required) When applying, the documents MUST be uploaded via the My Experience page, in the section titled Application Documents of the application. Job family: Student Affairs & Services 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 FLSA Status: Exempt Pay Range: $58,000.00 - $64,000.00 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. 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
The Assistant Director, Events And Programs plays a key role in advancing the Family Office Initiative's mission by designing and executing strategic, high-impact events and programs that engage diverse audiences, including students, faculty, alumni, donors, and the broader community. This highly collaborative role requires creativity, attention to detail, and strong relationship-building skills to deliver exceptional experiences across platforms. Responsibilities include managing logistics such as communications, budgets, AV/IT, registrations, vendor coordination, and volunteer support, while ensuring all content and programming align with the Family Office Initiative's brand and strategic goals. The Assistant Director also leads initiatives like the Family Office Initiative student internship program and supports broader organizational objectives. A primary focus of the role is the Family Office Summit, where the Assistant Director oversees logistics for high-profile speakers and guests, ensuring seamless execution and maintaining discretion. Responsibilities include: Leads the planning and execution of the Family Office Summit and other events that include students, alumni, Booth and UChicago leadership, and community partners. Provides support for all Family Office Initiative programs and operations. Plans and manages in-person, virtual, and hybrid events including steering committee meetings, council meetings, workshops, conferences, student events, and summits. Prepares agendas, coordinates complex schedules and manages multiple events simultaneously. Leads the end-to-end project management and logistics for summits, workshops, and other events to ensure a successful experience for attendees, speakers, faculty, and guests, including event-day logistics and on-site support. Strong interpersonal and organizational skills. Works in close coordination with Family Office Initiative steering committee, council, and leadership to ensure coordination of programming, which may require evening or early morning calls or meetings. Organizes logistics for meetings and events such as reserving meeting rooms, venues, room blocks, coordinating catering, AV/tech setup, parking, room setup, name tents and badges, meeting materials, etc. Maintains a calendar of events and coordinates with catering, IT/AV, contracts/procurement, and facilities teams when appropriate. Creates, tracks, and maintains event registration pages, RSVPs, and invitation/guest lists. Prepares program- and event-related communications for speakers and participants including scheduling, registrations, confirmations, reminders, updates, and processing event fees/refunds. Supports event speakers by drafting logistics emails, booking travel/hotels, collecting slides, coordinating meetings and activities, responding to on-site needs, and collecting feedback. Coordinates faculty and speaker availability. Maintains and updates the Family Office Initiative website and social media channels, ensuring the overall site, event, and program-specific content are current, accurate, and optimized for user engagement. Recruits, trains, coordinates, and manages volunteers and student ambassadors to FO Summit. Collaborates with Booth student services and develops relationships with student groups. Assists in the development of the Family Office Initiative student internship program. Collaborates with FO Council members to identify opportunities, recruit qualified students, monitor and track student progress, and engage in active communication with employers. Utilizes project management skills and tools, such as Airtable, to organize, track, monitor, and report on events and programs. Maintains event resources, such as Cvent, Qualtrics surveys, toolkits, mailing lists, vendor contact information, etc. Uses and maintains databases and tools to track and report on project attendance, milestones, and deliverables, and follows up with key stakeholders. Manages data updates to Phoenix, including event attendance, special handling tags, prospect assignments, qualification data, and meeting notes. Liaison to the advancement team as needed. Assists in recording, compiling, and analyzing evaluation data, which measures the effectiveness/success of programs and courses. Prepares, distributes, and analyzes pre- and post-event data, research, and surveys. Collects data, testimonials, and feedback to evaluate success, opportunities of growth and messaging. Curates and maintains a digital resource library to organize presentations, templates, photos, and event assets for future planning and ensure brand consistency. Maintains event and meeting archives. Assists with managing and negotiating vendor contracts. Coordinates invoices and vendor payments, tracks expenses, and prepares reports on costs. Liaison to accounting and contracts as needed. Communicates and discusses contract terms with outside vendors. Administers contracts. Maintains organizational records and archives relevant information and program materials. Receives a moderate level of guidance and direction. Markets student activities programming throughout the year. Develops and implements protocols for evaluating the effectiveness of programs. 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. Preferred qualifications: Education: Bachelor's degree. Experience: At least three years of experience in event coordination and planning, logistics, or event management. Background working in nonprofit, academic, or mission-driven environments. Technical skills or knowledge: Highly proficient in Microsoft Office (Word, Excel, PowerPoint, and Outlook), Google Workspace, Qualtrics, and project and event management tools, such as Eventbrite, Cvent, Airtable. Familiarity with social media platforms and content management tools. Proficiency with Phoenix CRM system, especially Salesforce. Familiar with marketing, content design, graphic design and/or video editing tools, which includes Marketo, Sitecore, Canva, Adobe Photoshop, Adobe InDesign, and Adobe Acrobat. Familiarity with Canvas learning management system. Preferred competencies: Strong organizational and multitasking skills with high attention to detail; problem-solving and analytical skills. Outstanding interpersonal and communications skills including verbal, written, and presentation skills and interpret various forms of information. Work both independently and as a team member; possess a self-starter disposition. Demonstrated ability to work effectively and collaboratively with colleagues, students, alumni, faculty, corporate executives, and other stakeholders in a multitude of communication methods, including in person, email, and phone. A strong commitment to customer service and easily establish rapport and cultivate relationships with constituents both inside and outside of the organization. Effectively prioritize, triage, and manage competing priorities and deadlines. Receptive to feedback, willing to learn and embrace continuous improvement. Exceptional professional demeanor, including tact and ability to work discreetly with sensitive and confidential data. Comfortable with public speaking and facilitating group discussions. Demonstrated commitment to the Family Office Initiative and its goals, and to creating an inclusive environment for students, colleagues, and other Family Office Initiative stakeholders. Working conditions: This position is currently in a hybrid work environment. In-person presence during key events and meetings. Some early morning, evening, weekend, and occasional travel based on program needs, including travel to Gleacher Center or UChicago facilities. Application documents: Resume/CV (required) Cover Letter (required) When applying, the documents MUST be uploaded via the My Experience page, in the section titled Application Documents of the application. Job family: Student Affairs & Services 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 FLSA Status: Exempt Pay Range: $58,000.00 - $64,000.00 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. 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