Production Manager

Created in 2013 by University of Chicago alumnus David Axelrod (AB'76), the nonpartisan Institute of Politics is committed to fostering in our students a passion for public service, meaningful dialogue and active engagement in our democracy.

Four core programs form the heart of the Institute:

• Career Development: a dedicated team providing students with one-on-one career advising and hands-on opportunities to explore careers in politics and public service. Each year the IOP provides over 300 paid internship opportunities worldwide in politics, public policy, government, nonprofits and journalism.
• Civic Engagement: a program that enables students to take an active role in solving social and political challenges in their communities during the academic year and to develop their leadership skills via student-led programs, workshops and trainings, political exploration treks and special programs.
• Pritzker Fellows Program: resident and visiting fellowships where distinguished political officials, policymakers, journalists, diplomats and others come to campus for an academic quarter to work closely with and mentor students.
• Speaker Series: enriching political and policy discourse on campus and in the greater Chicagoland area by providing a forum for diverse insights on key issues of the day. More than 1,400 speakers have come to campus from across the political spectrum, a testament to the IOP’s non-partisan commitment to elevating public conversation around important contemporary issues.

The Production Manager is responsible for overseeing the execution and logistics for the enriching and engaging events of the Institute of Politics’ robust Speakers Series. The Speaker Series sponsors 100+ public programs each year, bringing to campus over 200 leaders from the political, policy, foreign affairs, journalism, activism, and nonprofit sectors. The Production Manager leads the operational planning for and execution of all Speakers Series events, including all logistics related to venue, transportation, security, audio / visual, menu planning, and attendee registration. The Production Manager also leads production for other important events and partnerships that sit outside of the Speakers Series program and span multiple IOP programs, such as high-profile events that emerge with heads of state, conferences, or forums. This position reports to and works closely and collaboratively with the Senior Director of the Speaker Series & Fellows Programs who leads on the editorial planning and guest booking for all events in the Speaker Series. They will also work closely with the Senior Director and the Executive Director to establish overall goals for production of the Speaker Series and on the development of specific events.

Responsibilities:

• Develops and executes a full spectrum of day-to-day event logistics and other complex assignments with minimal guidance from others.
• Guides research, including vendor selection and contract negotiation. Keeps track of all expenses, prepares reports on costs, solves complex problems as they arise.
• Negotiate contracts with vendors and coordinates vendor services. Evaluate and monitor the performance of vendors, working with the Senior Director of Speaker Series & Fellows Programs to resolve any such performance issues.
• Assists with research, including vendor selection and contract negotiation. Keeps track of all expenses, prepares reports on costs, using existing procedures to solve moderately complex problems as they arise.
• Oversees establishment of production protocols and effective processes to manage event logistics, including ticketing, staffing, travel booking and vendor relations.
• Work closely with Senior Director of the Speaker Series and Fellows Program to develop event briefings or run of show documents, and to ensure smooth coordination between planning and execution of Speakers events.
• Assist the Senior Director and Director of Communications to develop promotional materials and outreach strategies to cultivate audiences.
• Manage Speaker Series’ events in Neon and serve as lead IOP communicator to Speaker Series event attendees.
• Responsible for creating event pages, monitoring registration numbers, and communicating with registrants of any programmatic changes.
• Oversee process for tracking and maintaining key Speakers Series metrics and audience feedback.
• Manage all accessibility requests, ensuring all such requests are responded to and that a best effort is made to accommodate.
• Troubleshooting of various issues, including technical issues and conflicts that arise during the course of events.
• Track all Speaker Series event expenses or special program expenses, prepare reports on costs, and solve complex issues as they arise and bringing them to the attention of the Senior Director.
• Determine which events need security coverage and coordinate requests with UCPD, leading pre-event walk-throughs with UCPD and other key stakeholders.
• Support and maintain relationships with internal and external programming partners, working effectively and collaboratively with University departments, centers and student organizations (among others) to produce and execute a diverse array of programs.
• Ensure a positive guest experience for all IOP Speaker Series guests by arranging travel, lodging, car service, and other comforts for all guests.
• Advise and oversee the Speaker Series Logistics intern(s) and oversee cohort of 45 events ambassadors (student volunteers) annually.
• Works to implement ideas for improvement as they are identified in addition to providing post-event feedback on turnout and vendor performance with direction from others.
• The Production Manager is expected to be onsite during most events—including typically 2 to 4 evenings a week during peak programming months (about six months/year), and very occasionally, during some weekend hours.
• Approximately two business related trips are required each year.
• Performs other related work as needed.

Preferred Qualifications

Education:

• Bachelor’s Degree required.

Experience:

• Minimum 2-5 years of experience in planning and executing substantive political and policy-oriented events for broad audiences.
• Strong awareness and enthusiasm for politics and current events, including the ability to identify timely and relevant topics and speakers.
• Experience working directly with highly accomplished top-level VIP participants, including elected officials, diplomats and other prominent public figures is preferred.

Preferred Competencies

• Demonstrated passion for working with students and for inspiring the next generation of political and public service leaders.
• Stays current on public affairs – issues, organizations, and people
• Proven track record of developing and managing multiple, complex event schedules/logistics and producing super work under demanding timelines.
• Excellent interpersonal skills and the ability to work effectively in a creative, intellectual team environment.
• Initiative, high energy, and the ability to handle simultaneous high-profile projects with minimal supervision.
• Strong organizational skills and detail orientation
• Creative instincts and a good eye for stage design.
• Excellent written and verbal communication skills
• Ability to work closely with high-level principals. Must exercise sound judgment and exhibit a high degree of tact, discretion and professionalism in dealings with VIP guests, staff, Institute fellows, University faculty and senior managers, and external partners.
• Demonstrated ability to work collaboratively and effectively in a team environment with a wide range of constituencies including high-profile guests, senior leaders, Board members, colleagues, students and volunteers.
• Willingness to approach contentious issues from all possible sides, with an eye towards fairness and accuracy.
• Ability to work non-traditional hours and travel occasionally.
• Strong commitment to diversity.

Application Documents

• Resume
• Cover Letter
• List of References

Other Requirements

• Ability to lift and carry up to approximately 50 pounds.
• Ability to see, including color, depth perception, or clarity.
• Ability to stand for 6 hours or more.