Assistant Director External Special Events

About the Art Institute of Chicago

The Art Institute of Chicago shares its singular collections with our city and the world. We collect, care for, and interpret works of art across time, cultures, geographies, and identities. We are a place of gathering and learning, committed to fostering an inclusive understanding of human creativity.

About the Department

The Special Events Department manages and executes the museum’s event venue rental program, and is part of the museum’s larger Engagement Department. Events range from small bespoke private celebrations, large scale corporate gatherings, to elaborate weddings. The department supports the museum's revenue goals and objectives.

Position Summary

Works closely with the Associate Director, External Special Events and Executive Director, Engagement - Special Events to book, manage, and execute the museum’s external special events, to ensure the museum’s revenue goals are met.  These events include Corporate, Weddings, Social, Association/Convention based events for external clients.  Facilitate the scheduling of contracted events and meeting spaces in conjunction with the Special Events team. Work with contracted clients to ensure that all onsite logistics and operational aspects of the event are executed. Act as liaison and facilitator between the client, external vendors, and all internal departments within the Art Institute to ensure that all policies and procedures for events offered are properly followed. Assist with the maintenance of prospective and current client databases and event software.  Occasionally partner with the Internal Special Events team to manage and produce internal events and provide guidance to museum staff to ensure that AIC policies and protocols are followed, and assist with proper follow-up post event.  

Responsibilities

• Responsible for generating revenue for events by selling event spaces – responding to inquiries, implementation of contracting, correspondence, and invoicing.
• Service client accounts and ensure that all client needs relating to the event are fulfilled.
• Act as liaison and facilitator between approved caterers/vendors and all internal departments within the Art Institute. Ensure that all policies and procedures for food services and events offered at the museum are properly followed.
• Work closely with the Associate Director, External Special Events, Museum Facilities, and Protection Services, in conjunction with internal Special Events staff, to contract, execute and manage all external events at the museum in accordance with AIC policies and procedures.
• Work closely with museum staff, especially as it relates to scheduling, logistics, set-up/break-down, and execution.
• Manage event/sales inquiries, implementation of client contracting, internal and external correspondence, and invoicing.  
• Service client accounts and ensure that all client needs relating to the event are fulfilled and client relationships are maintained.
• Ensure proper follow up to clients after each event, including closing out all expenses, and processing payments through the museum’s finance department. 
• Act as liaison and facilitator between approved caterers/vendors and all internal departments within the Art Institute. Ensure that all policies and procedures for food services and events offered at the museum are properly followed.
• Work with Associate Director, External Special Events and Assistant Director, External Special Events Operations to fine tune systems and protocols to ensure clarity, process and the logistical execution of external events and communications.
• Maintain sales and revenue reports for individual contracted clients. 
• Ensure that a comprehensive calendar of external events is maintained and fully communicated to all stakeholders; work to ensure coordination of events across all departments and work closely with all parties involved to ensure consistency and quality of the client experience.
• Occasionally partner with the internal Special Events team to manage and produce internal events.
• Consistently update the museum’s master web-based event calendar system – Tripleseat.
• Other projects as assigned.

Qualifications

• Bachelor’s degree or equivalent combination of education and experience.
• Minimum 3-year track record of progressively responsible experience in event planning and management; experience in planning events working with donors or clients, external vendors, and internal logistical teams.
• Excellent project management, event planning, organization, problem-solving, and communication and interpersonal skills.
• Proficiency in Microsoft Office and demonstrated ability to learn new computer software.  Knowledge of catering software a plus.
• Familiarity with local vendors (caterers, décor companies, equipment rental companies, AV).
• Must be able to work on multiple projects simultaneously and meet short deadlines.
• Must be able to work nights, holidays (on occasion) and weekends.
• Knowledge of the hospitality/tourism industry is a plus.

 Physical Requirements

• Periods sitting at a desk and working on a computer.
• Occasionally moves about inside the office to access file cabinets, office machinery, etc.
• Moves within museum for tours of space to clients.
• Assists with setup/breakdown and execution of events.
• Operates a computer and other office productivity machinery, such as a copy machine and printer.
• Wheels carts to transport items for events across loading docks and museum. 

Compensation & Benefits

Please click on the links below to view our competitive, comprehensive benefits package:  

• Hiring Range

The expected hiring range is an estimated amount for positions based on the grade. Final offers are based on various factors, including skill set, experience, qualifications and other job-related reasons. 

• Benefits        
• PTO Overview
• Job Classification: Full time exempt
• Employment Category: Full time staff
• Grade Level: 7

If you are accessing this listing from a third party, not all links to salary and benefits information may work. Please visit our career page at saic/artic.edu/employment for complete information

Application Instructions

Please submit your resume and cover letter to be considered for this position.

Union

This position is part of a bargaining unit represented by AFSCME Council 31.

Accessibility

If you are a job seeker with a disability and require a reasonable accommodation to apply for one of our jobs, you will find the contact information to request the appropriate accommodation by visiting the following page:

Accessibility Accommodation for Applicants

Equal Opportunity Statement

The Art Institute of Chicago is an Equal Opportunity Employer that recruits, hires and promotes qualified individuals compliant with federal and state laws. If reasonable accommodation is needed to participate in the job application or interview process, please contact the Department of Human Resources at  apply_help@artic.edu.