Assistant Director, Programs and Events

Assistant Director, Programs and EventsThe University of Chicago Booth School of Business Chicago, ILThe Assistant Director, Programs and Events is a core operational member of the events team at the Center for Applied Artificial Intelligence (CAAI). The Assistant Director coordinates the logistics, registration, speaker support, and financial administration that keep CAAI's event calendar running across a full year of programming for students, alumni, faculty, and industry audiences. The Assistant Director serves as the day-to-day administrator for the weekly AI Workshop seminar series and as the operational point person on event day, directing student workers and interns supporting logistics. Working with the CAAI communications team, the Assistant Director keeps event listings current and supplies the details, copy, and visual assets used to promote programming. The Assistant Director also documents and refines the operational processes behind events, registration, and speaker management so the team runs more efficiently over time. This position is not eligible for employer-sponsored employment authorization. Responsibilities include developing and implementing annual program and event strategies aligned with CAAI's mission and priorities; leading the planning, execution, and evaluation of all CAAI programs and events; developing and managing relationships with external vendors; overseeing event registration and attendee engagement systems; managing the annual CAAI programming calendar; serving as the operational lead for CAAI events; directing speaker engagement and logistics for CAAI programming; administering and monitoring program budgets; managing the AI Workshop seminar series; partnering with communications and marketing stakeholders to develop and execute promotional strategies for CAAI programming; representing CAAI in cross-functional planning efforts and collaborating with senior leaders, faculty, and external partners; creating and overseeing development of event branding, promotional materials, and visual assets; analyzing program metrics and participant feedback to inform continuous improvement and future programming decisions; identifying opportunities to enhance operational effectiveness by developing, documenting, and implementing process improvements related to event management, financial administration, stakeholder engagement, and program operations; planning and scheduling events, programs, and outreach; coordinating event-day logistics, and performing other routine assignments with guidance from others; compiling data to be used in event and program evaluation; and contributing to improvements by implementing ideas as they are identified, with general direction from others. Minimum requirements include a college or university degree in a related field and knowledge and skills developed through less than 2 years of work experience in a related job discipline. Preferred qualifications include a bachelor's degree, a minimum four years of experience in event coordination, program administration, or a related field, higher education experience, processing reimbursements or managing event-related expenses, developing and documenting operational processes, hands-on experience with event registration platforms such as Eventbrite or Airtable, demonstrated proficiency with MS Office, willingness to learn and optimize processes using approved AI tooling, proficiency with Canva or comparable design tools for event graphics and promotional materials as well as familiarity with website content management systems, outstanding verbal, written, and presentation skills, ability to work independently with little supervision, demonstrated ability to work effectively and diplomatically with colleagues, students, faculty, speakers, vendors, and corporate contacts, and professional demeanor including tact, discretion, and a customer service-oriented approach. This position is currently expected to work a minimum three days per week in the office. Flexibility to work occasionally early mornings, evenings, and weekends for CAAI events, with increased frequency during the AI Enablement Summer Institute in August. Application documents must be uploaded via the My Experience page, in the section titled Application Documents of the application. Resume/CV (required) and Cover Letter (required).