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POSITION: Event Manager
LEADER: Event Director
STATUS: Exempt, Full Time
LOCATION: 425 S Financial Pl, Chicago, IL 60605


About Exec Club:


The Executives’ Club of Chicago is Chicago’s premier membership organization and business forum. For more than one hundred years, The Exec Club has been a valued resource for Chicago’s business leaders – connecting members, providing opportunities for strategic relationship development, access to intellectual exchange and world-class speakers, and enhanced exposure to the broader business community.


Through our signature series programs, forums, leadership development, and member events, we bring together business, civic and academic leaders from all industries to discuss issues and opportunities affecting business in Chicago and the world.


Position Description:


The Event Manager is responsible for the effective oversight and coordination of Exec Club’s Summit and Exchange programming. Summits are half-day programs that provide a deeper dive into cross-industry topics and the latest business trends. Exchanges are small format, invite only diners for specific areas of Exec Club’s membership. This position will play a key role in the execution of 15-20 events per year. The Event Manager is also responsible for oversight of the CIO of the Year Awards in partnership with the Business Technology community of Chicago.


The Manager works closely with their Content counterpart on producing events. They are responsible for sourcing resources, negotiating, and managing contracts. They are the lead person on-site the day of the event and are ultimately responsible for delivery of the event. Events may include breakfasts, luncheons, dinners, or evening receptions, both in-person, and virtual formats. For in person events, the Events Manager must be available for set up of morning programs as early as 5:00 a.m., and evening receptions that last until 8:00 p.m.


Responsibilities:


Summits and Exchanges


    

  • Oversee all logistics of Exec Club’s Summit and Exchange calendar, including:

      

    • Venue sourcing – find and secure the optimal location for each event. Run pre-event site visits and manage all communications with venue contacts.
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    • Coordinate audiovisual arrangements and manage onsite during programs with designated internal and external contacts
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    • Coordinate catering for the event and manage the event’s BEO for accuracy
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    • When necessary, coordinate Photography and Videography and manage onsite at programs.
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    • Create and manage the event in our CRM platform, ensure the event is built accurately, including pricing and discount codes, and ensure it is tracking to the correct budget line item for accounting.
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    • Ensure all events operate within the approved budget; identify shortfalls and provide action plans as needed.
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    • For virtual events, create webinar and manage all aspects of the platform, including linking registration to the CRM.
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    • Work with the Content team to coordinate event communications—announcements, reminders, updates, post-program surveys and summaries.
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    • Provide oversight of all digital and printed marketing materials, including confirmation of correct sponsorship recognition
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    • General attendance management, including ongoing management or current revenue vs expense, raising timely awareness with colleagues when events need extra marketing attention and sales effort.
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    • Work with Partnerships team to coordinate and ensure sponsorship benefit fulfillment.
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    • Manage “day of” staff plan and provide on-site supervision to ensure successful execution of events.
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    • Coordinate speaker/panelist appreciation gifts.
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    • Anticipate, prepare for, and respond to onsite needs, including attendees, speakers, media and other stakeholders.
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CIO of the Year Award


    

  • Manage Annual CIO of the Year Awards Process which includes requesting nominations, applications and soliciting judges
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  • Ensuring accuracy, confidentiality, and fair processing of awards
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  • Liaise with SIM and AITP for the CIO of the Year Award, including but not limited to planning yearly CIO reception
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  • Oversight of award logistics including sending out invitations to finalists, ordering awards and coordinating presentation of awards
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  • Ensuring sponsorship benefits are met in terms of awards process
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Other Responsibilities


    

  • Work closely and collaboratively with the Events Director and support other Exec Club events as needed.
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  • Support the Membership Department by leading the logistics of assigned Membership Networking receptions.
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  • Regularly research and identify potential new event venues and vendors for Exec Club, schedule site visits and track specs for future events.
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  • Assist with the development of the department’s annual budget.
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About You:


    

  • You are the consummate host, you are extremely attentive to detail, incredibly observant and always alert in situations. You constantly anticipate and respond to guests’ needs.
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  • You are cost conscious yet know when it is necessary to spend a little to improve the guest’s experience.
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  • You take ownership of the tasks and projects you are responsible for and see them through to completion.
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  • You use technology for efficiency. You remember most things but set up calendar reminders just in case. You also utilize pop-up notifications for emails to make sure you respond promptly.
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  • You are a planner but are ok with quickly changing course and adapting to a new solution when needed.
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  • You know how to build and manage a budget and don’t get caught by surprise by your spending.
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  • You are vigilant, alert, and quick to respond when attention is needed.
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  • You would call yourself “a people person”: You love connecting with people, understanding their needs and helping them achieve their goals.
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  • You are a natural negotiator, and do not shy away from looking for better outcomes.
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  • You know how to build and maintain relationships to achieve organizational goals.
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  • You are comfortable corresponding with C-Suite executives and their assistants.
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  • You have strong organizational skills and attention to detail.
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  • You are a team player. You want everyone on the team to succeed and go the extra mile to ensure you are helping everyone do their job to the best of their ability.
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  • You are not a wallflower. During our live events, we expect all of our staff, especially this role, to interact with our members and guests and make everyone feel comfortable and welcome.
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  • You strive to exemplify the Exec Club’s values of nurturing relationships, inclusivity, a desire to foster world-class knowledge, a belief in growing Chicago’s future, and that business is a pillar of society.
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Requirements:


    

  • Minimum of 3 years of experience working in events management, hospitality, or logistics required.
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  • Professional demeanor and ability to interface with all levels of clients, including C-Suite executives.
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  • Outstanding verbal and written communication skills.
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  • Highly effective organizer with outstanding attention to detail.
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  • Able to handle multiple projects in varying stages of development and meet deadlines.
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  • Must be proficient with virtual events.
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  • Knowledge of NetForum or other CRM database experience preferred, as well as proficiency in Microsoft Office.
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  • Highly developed customer service orientation and skills.
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  • Able to work well with others in a small, fast-paced team-oriented environment.
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  • Candidate must be available for program set up as early as 6:00 a.m. and evening receptions, which last until 8:00 p.m.
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  • Valid ID required.
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What We Offer:


    

  • Flexible hybrid work model
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  • Downtown office in a contemporary office building with strong amenities
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  • Commuter benefits for those who use the CTA, METRA or Parking
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  • Employer sponsored insurance coverage through UnitedHealthcare
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  • Flexible work schedule with 15 days of PTO and 11 paid holiday days; we also observe Summer Hours and Holiday hours the last week of December
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Apply:


To apply send your resume and cover letter to jobs@executivesclub.org

DEADLINE TO APPLY: August 8, 2024


The Executives’ Club of Chicago is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.