Associate Director, Events – Office of Public Affairs

University of Chicago • Chicago, IL

1d • $78,000 - $88,000

About The Position

Under general guidance, the job performs a broad range of operational business activities relating to the design, planning, execution, and analysis of events and programming for the Harris School of Public Policy Office of Public Affairs (OPA). This role is an event producer responsible for day-to-day planning and execution of OPA’s portfolio of events and providing consistent, service-oriented event support for select school priorities. In addition, the Associate Director, Events serves as a coordinating lead among event staff embedded across Harris administrative units, centers, and labs by managing shared event operations that require centralized coordination (e.g., master events calendar management, event/guest speaker approval workflow, common tools/templates, and baseline standards that help maintain an orderly, high-quality events environment). Reporting to the Director of Marketing, the Associate Director, Events is an integral member of the Office of Public Affairs, providing planning and execution for OPA-owned events and select school priorities. The role partners closely with colleagues across OPA (marketing, communications, digital) and with school leadership, administrative units, centers, and labs across Harris to deliver a diverse portfolio of internal- and external-facing programs that advance Harris’s community, academic mission, and public engagement. This portfolio includes signature staff and leadership gatherings; student-facing milestone moments during the student lifecycle, including recruitment, orientation and graduation; and public programs that elevate Harris visibility and eminence, including faculty book talks, panel discussions, and the Policy Outlook rapid response series. The Associate Director also partners with research centers to execute events that showcase scholarship and impact.

Requirements

• Minimum requirements include a college or university degree in related field.
• Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.
• Resume/CV (required)
• Cover Letter (required)
• References with Contact Information (3 – required)

Nice To Haves

• Demonstrated experience planning and executing events with multiple stakeholders and complex logistics, including speaker management and vendor coordination.
• Experience with event registration platforms (e.g., Cvent, JotForm, Eventbrite, or similar) and email/marketing communications tools (e.g., HubSpot or similar).
• Experience with project management platforms (e.g., Monday.com, Asana).
• Proficient with Microsoft Office Suite; comfort working across digital tools and shared documentation systems.
• Experience with A/V equipment and live streaming platforms (e.g., Riverside, Youtube, OBS)
• Proven ability to execute complex event logistics with minimal guidance; strong problem-solving skills and sound judgment in real-time decision moments.
• Strong project management and organizational skills; ability to manage multiple, complex events and priorities simultaneously.
• Excellent communication, customer service, and stakeholder management skills; professional demeanor, including tact and discretion.
• Strong attention to detail, follow-through, and ability to deliver high-quality work under pressure.
• Ability to work collegially and collaboratively in a team setting and across diverse internal partners.
• Willingness to work some evenings and weekends as required by the event calendar.

Responsibilities

• Serves as the primary steward of Harris School event-related policies and processes, ensuring that staff across the school follow established protocols for event requests, guest speaker approvals, space and facilities requests, and related workflows.
• Provides guidance, training, and documentation to Harris staff to ensure consistent understanding and application of event-related policies and procedures.
• Develops and executes end-to-end event logistics for assigned events, including project plans, budgets, timelines, staffing plans, run-of-show, room setup, A/V and live streaming setup, catering, registration, guest communications, and day-of execution.
• Leads planning and coordination of meetings, visiting lecturers/guest speakers, faculty events, staff programming, and other special activities hosted by OPA, Harris, and select centers and initiatives.
• Guides research and vendor selection; negotiates contracts and coordinates vendor services (catering, A/V, IT, facilities, transportation, photo/video, etc.) to ensure event needs are met; troubleshoots issues as they arise.
• Creates and manages event budgets; tracks expenses; processes invoices and payments; prepares basic cost and vendor performance summaries as needed.
• Supports event communications and guest services, including invitations, registration copy, event overviews/briefings, speaker communications, and post-event follow up in coordination with OPA marketing and communications colleagues.
• Oversees onsite logistical preparations and post-event wrap-up; implements improvements informed by post-event review (turnout, vendor performance, process fixes, etc.).
• Serves as a coordinating lead among event staff embedded across Harris units, centers, and labs to support consistent event operations and reduce conflicts, duplication, and last-minute escalation.
• Manages and maintains the master Harris events calendar, including processes for submitting events, confirming dates/space, and aligning with school priorities.
• Administers the event and guest speaker approval process, ensuring required internal reviews, timeline adherence, and appropriate documentation for high-profile speakers and events.
• Maintains core event resources and tools that streamline planning (templates, timelines, checklists, vendor guidance, basic brand/service standards) and supports adoption across units.
• Partners with campus stakeholders and internal teams as needed to ensure compliance with university policies, venue requirements, accessibility expectations, and safety/security protocols for events.
• Maintains accurate event documentation and internal records (timelines, budgets, vendor contracts, attendance reporting, and post-event notes).
• Uses event and project management tools to manage multiple concurrent events; establishes efficient business processes and day-to-day operations.
• Provides post-event reporting as needed (turnout, audience mix, costs, lessons learned) and implements improvements for future iterations.
• Ensures professional, courteous, proactive client and guest services and promotes the mission and high standards of the Office of Public Affairs.
• 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.

Benefits

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level