Reports to: Senior Manager of Events
About Chicago Scholars
Chicago Scholars is transforming the leadership landscape of our city by resolving the fundamental barriers to success for academically driven, first generation college students from under-resourced communities. Through college counseling, mentoring, and by providing a supportive community to our Scholars through each phase of our program: College Access (Launch), College Persistence (Lift) and College to Careers (Lead), we ensure that they realize their full potential as students and leaders.
86% of Chicago Scholars graduate college within 6 years. Per the University of Chicago Consortium on Chicago School Research, only 49% of their peers earn a degree within 6 years. Upon graduation, our Scholars move into leadership positions across Chicago, helping to drive the economic future of their communities and our thriving city.
These are a set of guiding principles that apply to all stakeholders within the Chicago Scholars ecosystem. We select and retain stakeholders based on these stated expectations for how we achieve our mission and vision. Each are supported with core competencies and narrative for the sake of clarity.
We Dream Big. We speak up, innovate, push the boundaries and keep the creativity flowing. We don’t accept the status quo because the stakes are too high. We have an incredible belief that growth and change is possible. While we dream big, we are laser focused on our intended goals and outcomes for our Scholars, our city and the world.
We Show Up. We show up every day; not just physically, but with a positive attitude and willingness to work, connect, challenge, engage, solve problems and have fun. We don’t wait for someone to tell us what to do. We take action and get the job done. If we don’t know how, we figure it out through our knowledge, exploration or our network.
We Embrace Our Differences. We represent a multicultural nation and our collective backgrounds, experiences, styles, values, perspectives and beliefs are an asset to the world. We recognize that together we achieve better outcomes more quickly. Justice and equity starts with us using our collective voice.
We Model the Way. We exhibit the behavior that we want to see in others and in the world. Titles are granted, but our behavior is what earns us respect. In order to model the way, we must be clear about our guiding principles, celebrate our accomplishments and learn from our challenges and failures.
We Care For Each Other Along the Way. We adapt to the needs of the person in front of us. We pause, reflect and listen. We do our best work when we are in good relationship together. We care personally and challenge directly.
We Keep Our Word. When we commit, we are all in. Whether for events, a Scholar, a peer or ourselves. Our words are as powerful as our actions and are the building block of trust, respect, self-worth and integrity.
The Associate of Events is responsible for assisting the Senior Manager of Events with logistical and operational support of all events, with inputs from staff across the organization. The goal of all Chicago Scholars events is to create an event experience of excellence, maintain quality brand representation, and be managed well in all aspects of event production. As a member of the Development team, the Associate of Events will also be working toward ensuring that all events create opportunities for the event audiences to contribute, of their time, talent, treasure, or testimony.
Adaptability & Flexibility: Manage multiple simultaneous events with changing priorities and visions.
Comfortable picking up new technologies quickly
Ability to prioritize amongst competing deadlines
Ability to work with a variety of venue, vendors & requirements
Ability to anticipate the needs of a variety of stakeholders
Ability to troubleshoot real-time while maintaining the quality of the event
Organization: Track and manage all details and deliverables for events facing multiple stakeholders.
Document and track action items from committee meetings using project management software and ensure these items are completed by their deadline
Schedule and coordinate site visits during the event planning process
Research new venues for hosting Chicago Scholars events as needed
manage communication to ensure a proper fit with the Chicago Scholars event
Execute event planning tasks using the RACI model
Reports to the Senior Manager of Events on the progress of the project and ensures strategic alignment of vision
Assist in the production and assembly of event related printed materials
Coordinate with the Finance and Operations department to accurately record and track budgetary information and expenditures
Communication: serve as the point of contact for external event related communication.
Liaise with and monitor the work of outside contractors and vendors in relation to the project as it relates to: catering, production, security, facilities rental, electrical, moving supplies, etc.
Assist with event communications and post-event engagement
Regularly inform event committee members of the event budget and ensure the project is completed within budget and in a timely manner
Coordinate with the Finance and Operations department to ensure that vendors receive payment according to the contract
Execution: Document event planning process to ensure events are consistent across the organization.
Create and maintain a preferred vendor list and resources
Create and maintain event planning timelines
Organize event packing list and coordinate the transportation of materials to the event location
Provide guidance to the organization by researching contractor proposals
Track event related data and analytics
Self-starter who works well independently
Attend and support mandatory all staff events; the Untied Gala, College Choice Celebration, New Scholar Orientation, Leadership Summit, All-Scholar Retreat, the Onsite College Admissions Forum, New Student Interview Nights, and out Quarterly Staff Retreats.
Support the development team with accomplishing department goals, including the execution and support of organizational events.
Education: College degree required
Experience: 1 year of event planning experience preferred
Familiarity with the implementation of the RACI model
Familiarity with vendors and venues in Chicago
Familiarity with Asana or other project management platforms
Familiarity with Microsoft Office Suite
Adaptability and flexibility: Ability to operate effectively and flexibly in changing contexts and operating environments.
Stakeholder Management: Demonstrated ability to cultivate and sustain relationships with diverse audiences (educational level, socio-economic circumstance). Service-orientation to developing communications materials and working with colleagues.
Collaboration & Teamwork: Demonstrates awareness and respect of cultural and individual values. Listens to ideas from others, even when different from own. Is careful to ensure all sides are heard before reaching a conclusion. Shares time, energy and knowledge with others to ensure they can succeed.
Growth mindset: Views growth as important for personal and professional development; seeks out opportunities to expand skills, even if change is required. Ability to collect, enter and track accurate data to inform decision making.
Communication: Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners, and donors. Excellent writing skills.
Accountability: Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment. Ability to motivate and to take initiative as a self-starter.
Problem Solving and Critical Thinking: Able to break down tasks into manageable sections in order to make informed decisions and solve problems. Able to perceive and resolve a gap and overcome obstacles between a present situation and a desired goal.
Creativity and Innovation: The ability to craft organizational design and messaging in new and effective ways. Create and identify new approaches to address challenging situations and problems; develops new ideas or adapt ideas from elsewhere using best practices to create desired outcomes.
To Apply successfully:
Please click 'Apply' to submit your application with a resume and cover letter no later than Thursday, September 26th.