Higher Ed Jobs Chicago

Hiring Organization	Higher Ed Jobs
Post Name	Event Assistant
Qualification	Bachelor’s degree.
Industry	Private
Employment Type	Full Time
Work Hours	8 Hours
Salary	USD 15 To USD 20 Per Hour
Location	Chicago, Illinois, United States 60007

Within the Office of the President, the Office of the Secretary of the University has primary responsibility for supporting the governance of the University. The office supports the work of the Board of Trustees, including its triannual meetings, periodic retreats, publications, directories, committee staffing, and orientation for new Trustees.

 

The office also staffs and coordinates the work of other boards including the Medical Center, Marine Biological Laboratory, Laboratory Schools, Baptist Theological Union, and the Advisory Councils of 14 academic units.

 

In supporting institutional governance efforts at the University, the Office of the Secretary partners closely with other departments and units, including Alumni Relations & Development, University Communications, the Office of the Provost, the Office of Events and Ceremonies, the Office of Legal Counsel, and the CFO’s office.

The Boards and Events Specialist will support the preparation and production of materials for several boards and councils at the University. This individual will provide support and research and onsite assistance for key events and meetings as well as the corresponding written materials, communications, and archiving.

• Assist with preparation of logistical aspects of board and committee meetings including meeting materials and talking points, as well as scheduling and calendaring.
• Support the production and mailing of printed materials for various boards and councils.
• Research and draft memos, resolutions, reports, dockets, and letters, as assigned.
• Perform detailed reviews and editing of documents representing the University.
• Monitor, maintain, and update digital databases, websites, directories, and document archives.
• Provide troubleshooting and technical support for several board websites.
• As-assigned design projects, including signage, stationery, maps, invitations, seating cards, web graphics, letterhead, envelopes, and other print and digital products.
• Assess vendor capability and expertise; source and contract vendors for special events.
• Assist with the development and coordination of special events and VIP visits, including arranging meeting logistics, purchasing supplies, and catering.
• Provide on-site support to ensure successful execution of events as necessary.
• Scheduling individual and group meetings on and off campus.
• Screen, direct, and respond to confidential communications with the utmost courtesy and professionalism.
• Answer telephones and respond to routine and unusual inquiries.
• Responsible for training office staff on office procedures and compliance protocols. Coordinates special projects.
• Performs some routine and complex assignments for the unit usually in the areas of finance, event planning, or support services. Initiate the hiring process of students and staff for a unit, which includes the processing of payroll.
• Performs other related work as needed.

• Bachelor’s degree.

• At least three- to five years of work experience.
• Experience providing support for high-level executives, a board of trustees or board of directors, or direct experience with institutional governance.
• Experience in higher-education settings, or similar non-profit settings.

• Proficiency in Microsoft Word, Excel, PowerPoint, Outlook, and various web browsers.
• Proficiency in HTML, Microsoft SharePoint, Adobe Acrobat, and Adobe Creative Suite.
• Proficiency with information technology, including managing databases, maintaining websites, using mobile devices, and preparing graphics and publications.

• Exceptional oral, written, and interpersonal communication skills.
• Exceptional organizational skills and keen attention to accuracy and detail.
• Exceptional time management and follow-up skills.
• Work independently and manage, prioritize, and accurately complete multiple tasks and projects.
• Maintain confidentiality, and exercise judgment and discretion.
• Communicate with maturity, tact, and courtesy towards colleagues.
• Problem-solve, function effectively in a fast-paced office environment and produce quality work on tight deadlines.
• Experience interacting with high-level constituents and volunteer leaders.
• Strong communicator and collaborator who enjoys working both independently and on a team.

Work occasional nights and weekends. The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, genetic information, or other protected classes under the law. 

We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.

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.