LOCATION: The University of Chicago Booth School of Business, Cyberport, Hong Kong The University of Chicago Booth School of Business is the second-oldest school in the U.S. and second to none when it comes to influencing business education and business practices. Since 1898, the school has produced...

LOCATION: The University of Chicago Booth School of Business, Cyberport, Hong Kong

The University of Chicago Booth School of Business is the second-oldest school in the U.S. and second to none when it comes to influencing business education and business practices. Since 1898, the school has produced ideas and leaders that shape the world of business. Their rigorous, discipline-based approach to business education transforms students into confident, effective, respected business leaders prepared to face the toughest challenges.

Chicago Booth is proud to claim:
- an unmatched faculty.
- degree and open enrollment programs offered on three continents.
- a global body of over 50,000 accomplished alumni.
- strong and growing corporate relationships that provide a wealth of lifelong career opportunities.
- state-of-the-art facilities in all of our campuses around the world.

Chicago Booth Asia campus in Hong Kong is looking for a highly motivated individual to join its Operations team.

Event Manager, Asia Campus

Job level Middle
Work exp Minimum 5 Years
Education Bachelor Degree
Location Pokfulam
Employment type Full Time
Benefits MPF, 13-month pay, Medical plan
Industry Education / Training
Job function Education / Training > Others
Marketing / Public Relations > Public Relation - General / Support
Marketing / Public Relations > Public Relation - Events Management
Published On 21/11/2016

GENERAL SUMMARY: The primary responsibility of this role is to execute a comprehensive events program supporting Alumni Affairs, Career Services, Corporate Relations, Global Outreach, and the Executive MBA Program. Key planning- and execution-related responsibilities may range from broad implementation of programs and events to more tactical activities.

PRINCIPAL DUTIES AND RESPONSIBILITIES

Event Management

  • Campus Space Managements: Managing the campus events calendar, responding to space requests and reserving space, dealing with and coordinating space requirements for external & internal users, liaison with internal and external venue stakeholders.
  • Manage all pre event logistics and coordination: venue filtering and selection, managing event setup, participants’ access to venue, AV/IT requirement, budgeting, catering, transportation and other event logistical needs.
  • Event marketing: desktop publishing, create and send email invite using social media, manage event registrations and communications with event attendees.
  • Manage and support all event-related tasks on day of event: prepare and manage materials for distribution, venue preparation, staffing of events, greeting and hosting of participants, coordinating with external venue staff.
  • Post event follow up: manage event data processing and analysis, secure and process attendees and alumni information onto appropriate databases, send thank you notes and event summary report and distribution.
  • Work with external vendors and service providers for event logistical needs.

Other duties

  • Ensure that all events are marketed in all of the correct channels, including through the marketing department, the school website, all social media outlets, etc.
  • Manage ordering, quality control, and inventory of Booth branded items/gifts.
  • Review artwork to ensure compliances with Booth standard guidelines for all Booth printed stationaries and school branded merchandise and corporate gifts.
  • Participate in and attend other events sponsored by Booth as assigned.
  • Maintain complete and accurate records on budget and program expenditure, creating reports as required and providing information to managers about problems/overspends, etc.
  • Work closely with other team members on the Asia campus to facilitate smooth running of all events.
  • Coordinate with members of Chicago and London campuses to support Asia-based events associated with global programs (e.g., Chicago Conversations, Economic Outlook).
  • Work on evenings and some weekends, as well as occasional travel within and outside of Asia for meetings and to support events.
  • Maintain complete and accurate records on budget and program expenditure, creating reports as required and providing information to managers about problems/overspends, etc.
  • Other related duties as assigned.

MEASUREMENTS OF SUCCESS

  • Demonstrate a high level of event management competence.
  • Successful completion of scheduled events.
  • Stakeholders’ satisfaction rating reflected in event evaluation and reports.
  • Show ability to work efficiently with minimal direction and to anticipate issues and problems.
  • Effectiveness of event support.
  • Meet event project deadlines and targets.
  • Overall rate of efficiency, accuracy, timeliness and organization of all assigned tasks.

REPORTING RELATIONSHIPS:

Reports to Associate Director, Operations – Asia
Direct Reports – None, but will supervise some external venue and event service providers

KNOWLEDGE, SKILLS AND EXPERIENCE

  1. Bachelor’s degree/Diploma in business, hospitality or logistics.
  2. At least 5 years of progressive relevant experience in higher education, training or hospitality industry preferably in a multi-cultural and diverse environment.
  3. Experience working with databases required.
  4. Excellent interpersonal and public contact skills.
  5. Excellent organizational skills, initiative, and attention to detail.
  6. An ability to make decisions and resolve problems.
  7. Ability to multi-task and meet deadlines in a fast-paced environment.
  8. Well-developed communication skills - oral and written in English, Cantonese and preferably Mandarin.
  9. Willingness and ability to pitch in with assorted tasks as is typical in events work.
  10. Willing to work long hours at times, including evenings and weekends and to travel internationally.
  11. High proficiency with Microsoft office (especially Excel, Word, PPT) and Adobe required.
  12. Must be able to work legally in Hong Kong on a permanent basis.

SALARY AND BENEFITS
The salary will be competitive and commensurate with experience. In addition to salary Chicago Booth offers an attractive benefits package including 20 days holiday per year – prorated (excl. Hong Kong Public Holidays), MPF fund contribution, private medical insurance offered.

HOW TO APPLY
If you wish to be considered for this position, please send a CV and a detailed cover letter outlining your relevant experience, motivations for applying for this position and salary requirements to: BoothHongKongJobs@ChicagoBooth.edu

Please indicate the Job title in the Subject line of your email.