Position Summary

Primary Responsibilities

Plan and Deliver Events

• Manage event calendars, project plans, timelines, checklists, and run-of-show documents.
• Coordinate several events at once, from small dinners and webinars to major conferences.
• Set event goals, budgets, milestones, and measures of success.
• Prepare backup plans for weather, technology, speaker, venue, or operational issues.
• Lead event-day execution, including staffing, setup, guest support, and issue resolution.

Manage Venues, Vendors, and Hospitality

• Identify and evaluate venues, hotels, caterers, audiovisual providers, transportation, and other suppliers.
• Support contract negotiations and ensure vendors meet agreed service levels.
• Coordinate room setups, food and beverage, dietary needs, signage, materials, and transportation.
• Monitor vendor performance, service quality, invoices, and event expenses.

Support Speakers and Programs

• Serve as the main contact for speakers, moderators, and panelists.
• Coordinate agreements, travel, hotel needs, biographies, presentations, and audiovisual requirements.
• Schedule preparation calls, rehearsals, and on-site speaker support.

Manage Registration and Attendee Experience

• Manage registration tools, attendee lists, confirmations, reminders, check-in, and follow-up communications.
• Respond to attendee questions and resolve service issues quickly and professionally.
• Collect feedback and recommend improvements to future events.

Deliver Webinars and Virtual Events

• Set up virtual-event platforms, registration, rehearsals, live production, and moderation support.
• Monitor participation and technical performance, then prepare post-event analytics.

Partner with Marketing and Sponsors

• Provide accurate event details for email, web, social media, member communications, and registration pages.
• Coordinate sponsor logistics, branding, exhibits, signage, and other contracted benefits.
• Maintain positive relationships with attendees, speakers, sponsors, members, and partners.

Manage Budgets and Reporting

• Build and track event budgets, forecasts, revenue, expenses, invoices, and vendor payments.
• Monitor registration, attendance, satisfaction, sponsor engagement, and budget results.
• Prepare clear post-event reports with lessons learned and recommended actions.

Qualifications

• Five or more years of event-management experience, including in-person and virtual programs.
• Experience managing multiple projects, deadlines, vendors, budgets, and stakeholders.
• Conference experience with approximately 100 to 1,000 or more attendees preferred.
• Bachelor’s degree in event management, hospitality, marketing, communications, business, or related field preferred.
• Experience with Cvent, Microsoft Teams Events, Microsoft 365, and CRM systems preferred.

What Success Looks Like

• Events are delivered on time, within budget, and to a consistently high standard.
• Attendees, speakers, sponsors, and internal partners receive responsive, professional support.
• Registration, attendance, satisfaction, sponsor fulfillment, and financial results are tracked and improved.
• Event plans, communications, and follow-up reports are accurate, complete, and timely.

Work Requirements

• Travel as needed and occasional evening or weekend work.
• Stand for extended periods during events and lift event materials up to 25 pounds.

Working at Family Office Exchange (FOX) provides opportunities to interact with enterprise families, family office executives, and their trusted advisors. We are committed to providing our members with networking, continuous learning, and objective guidance. The team at FOX is dedicated to three key pillars for success: collaboration, innovation, and excellence.

FOX offers a robust employee benefits plan, including: major medical, dental and vision care plans; basic and supplemental life insurance for employee and dependents; short and long-term disability options; 401(k) plan; Health Reimbursement Account; transportation and parking deduction option; generous vacation and holiday plan; and an on-site health club at Chicago headquarters.

Family Office Exchange is an Equal Opportunity Employer. For more information, please click the following links: English | Español