Events & Communications Coordinator-Paris 75013

Nom du programme/ université/Program or University Name : the University of Chicago John W. Boyer Center in Paris

Intitulé du poste/Job Title : Events & Communications Coordinator

Nature du poste/Job Type : Full time (onsite presence required for events)

Lieu du poste/Location : Paris 75013

Type de contrat : CDI

Lien : https://centerinparis.uchicago.edu

job description :

Position Overview

The Events & Communications Coordinator plays a central role in planning, delivering, and promoting the Center's academic, cultural, and institutional events. This is a highly varied, hands-on position that combines event management, communications, digital content creation, and operational support. The Events & Communications Coordinator reports directly to the Center's Deputy Director. 

Working closely with the Deputy Director and collaborating with faculty, visiting speakers, University colleagues, and external vendors, the Coordinator will oversee the complete lifecycle of the Center's events, from initial planning and logistical coordination to onsite execution, hybrid event support, photography, and pre and post event communications.

Outside of event periods, the Coordinator will manage the Center's communications channels, help maintain the website, produce newsletters and publications, and support long-term communications projects, including the Center's Annual Report.

This role requires someone who is proactive, highly organized, adaptable, and comfortable managing multiple priorities independently. The Center's annual calendar includes periods of intensive event activity followed by quieter periods, making strong planning and time-management skills essential. 

Position availability : As soon as possible Application deadline: October 15, 2026

Responsibilities :

Event Planning & Logistics

• Coordinate all logistical aspects of lectures, conferences, workshops, receptions, student events, meetings, and institutional gatherings.
• Develop detailed event timelines and planning checklists.
• Coordinate with speakers, moderators, and internal stakeholders throughout the planning process.
• Liaise with external vendors including caterers, restaurants, photographers, transportation providers, and other suppliers.
• Obtain quotes, place orders, and monitor event-related budgets as assigned.
• Organize catering, coffee breaks, breakfasts, receptions, and other hospitality requirements.
• Book restaurants and coordinate logistics for visiting speakers and guests.
• Create and manage Eventbrite registration pages and monitor registrations.
• Coordinate attendee communications before and after events.
• Prepare name badges, signage, printed materials, and other event collateral.
• Coordinate room layouts and event setup requirements with Center staff.
  
  

Event Operations

• Serve as the primary operational coordinator during events.
• Welcome speakers, guests, and attendees.
• Assist with event registration and check-in.
• Prepare and replenish coffee, beverages, breakfasts, and light refreshments when appropriate.
• Coordinate with caterers during setup, service, and breakdown.
• Ensure meeting rooms and event spaces are fully prepared before each event.
• Troubleshoot logistical issues.
• Restore event spaces following events as needed.
  
  

Hybrid Events & Technical Support

• Work closely with the Center's Director of IT to ensure successful delivery of hybrid events.
• Operate Zoom Meetings and Zoom Webinars for hybrid events.
• Launch and monitor livestreams and event recordings.
• Coordinate presentation slides and basic audiovisual equipment.
• Assist speakers with presentations and basic technical troubleshooting.
• Archive recordings and digital event materials following events.

Communications & Content Creation

• Develop and maintain the Center’s communications and editorial calendar, ensuring communications activities are aligned with the Center’s programming, priorities, and broader institutional objectives.
• Manage the Center’s day-to-day communications channels, including LinkedIn, Instagram, newsletters, and the website.
• Collaborate strategically with the College Communications team to identify opportunities to better position, promote, and amplify the Center’s events, programs, research, and institutional initiatives within the broader University communications ecosystem.
• Develop and publish compelling content that highlights the Center’s academic, cultural, and institutional activities, including event announcements, institutional news, interviews, profiles, and post-event recaps.
• Work with the Deputy Director and relevant colleagues to identify stories, events, and initiatives that have broader communications or institutional visibility potential.
• Coordinate content development and approvals with the Deputy Director and University Communications colleagues, ensuring consistency with University messaging and branding standards.
• Monitor communications performance and engagement, and recommend improvements to content, timing, channels, and outreach strategies.
• Support the development of longer-term communications initiatives and campaigns that strengthen awareness of the Center and its activities among relevant academic, institutional, and public audiences.
  
  

Photography & Digital Content

• Capture high-quality photographs and short-form video content during events and other Center activities for use across communications channels and institutional publications.
• Select, edit, and prepare visual assets for social media, newsletters, the website, and other communications materials.
• Build and maintain an organized library of visual and digital assets for ongoing communications use.
• Develop event recap and other visual content that effectively highlights the Center’s activities, people, and impact.
• Identify opportunities to use photography, video, and other digital formats to strengthen engagement with the Center’s programming and communications.
  
  

Website & Publications

• Maintain and regularly update the Center’s website, ensuring content is accurate, timely, engaging, and aligned with the Center’s communications priorities.
• Create and publish event pages, news stories, and other digital content.
• Coordinate the publication and organization of digital assets and ensure website content remains current and accessible.
• Support the planning, design, and production of the Center’s Annual Report and other institutional publications, working with relevant colleagues to gather, organize, and present content effectively.
• Create graphics and visual materials using Canva or similar design software while ensuring compliance with University branding guidelines.
• Contribute to the development of new digital and print communications materials as the Center’s communications needs evolve.

• Manage the Center's communications channels, including LinkedIn, Instagram, newsletters, and the website.
• Maintain a communications and editorial calendar aligned with the Center's programming.
• Draft and publish event announcements, institutional news, and post-event recaps.
• Interview students, faculty, fellows, speakers, and staff to develop engaging stories about the Center's activities (excursion photos etc.)
• Coordinate content approvals with the Deputy Director and UChicago Communications colleagues.
• Monitor communications performance and recommend improvements.

Skills :

• Required

  • Experience in event management, communications, higher education, cultural institutions, hospitality, or a related field.
  • Excellent organizational and project management skills.
  • Outstanding attention to detail.
  • Excellent written and verbal communication skills in English.
  • Professional working proficiency in French.
  • Experience managing multiple projects simultaneously.
  • Experience using Canva or similar graphic design software.
  • Experience maintaining websites through a Content Management System (CMS).
  • Familiarity with email marketing platforms such as Mailchimp.
  • Experience using Eventbrite or similar event registration platforms.
  • Comfortable operating Zoom, Microsoft Teams, or similar virtual event platforms.
  • Basic familiarity with audiovisual equipment used for hybrid events.
  • Ability to work independently while collaborating effectively within a small, dynamic team.
  • Willingness to provide hands-on operational support before, during, and after events.

  Preferred

  • Experience working in higher education, research institutions, nonprofits, or cultural organizations.
  • Experience with photography and basic photo editing.
  • Experience supporting hybrid or livestreamed events.
  • Experience producing annual reports or institutional publications.
  • Familiarity with University branding and communications standards.

   

   

Qualifications :

• Valid authorization to work in France.
• Masters degree or equivalent professional experience.

Other :

About the University of Chicago John W. Boyer Center in Paris

The University of Chicago John W. Boyer Center in Paris serves as a hub for academic collaboration, research, study abroad programs, and public engagement. Through lectures, conferences, workshops, research initiatives, cultural programming, and student activities, the Center brings together scholars, students, policymakers, alumni, and members of the public from across Europe, the Middle East, Africa, and the United States.

Located in the heart of Paris, the Center hosts a dynamic calendar of events throughout the year while supporting the University's academic mission and fostering international dialogue.

Conditions :

Working at the Center

• This is a full-time, onsite position based at the University of Chicago John W. Boyer Center in Paris.
• Because the Center hosts numerous public lectures, conferences, and institutional events throughout the year, occasional evening work and some weekend work (primarily Saturdays) might be required. Time off will be managed flexibly in accordance with the Center's operational needs.
• The workload naturally fluctuates throughout the academic year. Successful candidates will be comfortable balancing periods of intensive event activity with quieter periods dedicated to communications projects, website management, publications, planning future events, and other long-term initiatives.
• The ideal candidate enjoys both strategic communications and hands-on event operations. They are equally comfortable coordinating a high-profile academic conference, preparing a coffee break for visiting scholars, launching a Zoom webinar, taking photographs during an event, drafting a newsletter, and ensuring that every logistical detail has been anticipated.

Required Documents :

• An English CV
• A brief statement of interest
• Examples of relevant work (communications materials, newsletters, social media content, event coordination, publications, photography, or other portfolio items)

Contact : Özge KIRLI - okirli@uchicago.edu