What are the responsibilities and job description for the Internal Events Project Manager position at The Field Museum and Careers?
Position: Internal Events Project Manager
FLSA Status: Exempt
Department: Special Events and Group Sales
Our Mission: Since the 1893 World Columbian Exposition, our organization has aimed to connect people to the natural environment and human history.
Join our team and enjoy a benefits package that truly supports your well-being and lifestyle:
Comprehensive Health Coverage: Including medical, dental, vision plans, and even pet insurance.
Financial Security: Life and disability benefits plus a 403(b) savings plan to help you plan for the future.
Work-Life Balance: Generous paid time off, paid sick leave, and paid holidays to ensure you have time to recharge and spend with loved ones.
Exclusive Perks: Enjoy great employee discounts and complimentary general admission to participating cultural institutions.
We're dedicated to enhancing your life both at work and beyond!
Essential Function and Responsibility
The Internal Events Project Manager is responsible for the centralized planning, coordination, and execution of internal events across the Museum, serving as the primary operational lead and single point of contact from intake through closeout to ensure consistency, efficiency, and high-quality guest experience.
This role blends hands-on event operations, cross-departmental project management, and systems coordination to ensure consistency, efficiency, cost control, and a high-quality guest experience. The IEPM partners closely with internal departments and operational teams, applying best practices drawn from the hospitality and event industries.
Duties and Responsibilities
Internal Event Project Management
Lead project management for internal meetings and events ranging from small staff gatherings to large-scale receptions and dinners (400 attendees).
Manage events end-to-end, from intake through planning, execution, and post-event follow-up, to ensure successful delivery and stakeholder satisfaction.
Serve as the central point of contact for internal stakeholders, facilitating clear communication, aligned expectations, and timely delivery of event requirements.
Prioritize and manage a high volume of concurrent events in a fast-paced environment while maintaining quality and deadlines.
Event Planning & Execution
Develop and manage detailed Museum Event Orders (MEOs), timelines, floor plans, and production schedules.
Provide on-site event leadership by overseeing setup, vendor load-in/load-out, event execution, and teardown.
Identify and resolve operational issues in real time to maintain a seamless experience for guests and staff.
Coordinate transitions between event activities and daytime museum operations.
Calendar, Systems & Administration
Develop, maintain, and oversee a comprehensive, museum-wide internal events calendar to support scheduling, visibility, and coordination.
Administer and maintain the Reserve event management system as the primary user.
Coordinate space allocations across departments to ensure efficiency and minimize conflicts.
Maintain accurate event documentation, records, and post-event reporting.
Develop, document, and maintain standard operating procedures (SOPs) for event production in collaboration with internal departments.
Facilitate weekly MEO Meetings to review upcoming events, confirm logistics, and align operational teams.
Vendor & Operational Coordination
Coordinate external vendors, including catering, audio-visual, décor/florals, rentals, and entertainment, to ensure services align with event requirements.
Collaborate with internal operational teams, including Facilities Planning & Operations, Visitor Services, Housekeeping, Security, IT, Media Services/AV, and Catering partners to align resources, staffing, and logistics for successful event delivery.
Coordinate liquor operations for internal events with Business Enterprise Operations, including inventory pulls, inventory support, and post-event reconciliation, as required.
Manage in-house linen program, including inventory tracking, cost control, and vendor coordination.
Financial & Operational Stewardship
Assist with budget estimates, internal pricing, discounts, and cost controls to support financial management.
Monitor labor utilization, vendor expenses, and operational efficiency to identify cost drivers and opportunities for improvement.
Prepare basic financial summaries and contribute to cost-saving initiatives.
Apply standardized processes and industry best practices to promote consistency and fiscal responsibility across events.
Internal Collaboration & Guest Experience
Collaborate with departments across the Museum, including the President’s Office, Membership, Development, Education, Marketing & Communications, HR, IT, Curatorial, and Exhibitions, to plan and execute internal events that meet organizational needs.
Facilitate cross- department coordinaiton to streamline planning, enhance communication, and maximize shared resources.
Ensure all internal events reflect the Field Museum’s brand, values, and standards of professionalism and hospitality.
Qualifications
Required
Bachelor’s degree in hospitality, event management, business administration, or a related field, or an equivalent combination of education and experience.
Minimum of 3–5 years of experience in event planning, hospitality, venue management, or a related field.
Demonstrated experience managing multiple concurrent events in a fast-paced environment.
Strong organizational, project management, and problem-solving skills.
Excellent written and verbal communication skills.
Proficiency with event management software and basic financial reporting tools.
Ability to work independently while managing multiple priorities and deadlines.
Demonstrated ability to collaborate effectively with diverse stakeholders across multiple departments.
Ability to exercise sound judgment and decision-making in a dynamic, fast-paced environment.
Ability to work evenings, weekends, and holidays as required by event schedules.
Ability to work on-site to support event planning and execution.
Preferred
Experience working in a museum, cultural institution, nonprofit, or landmark venue.
Knowledge of catering, audio-visual, and event production practices.
Experience supporting or managing large-scale events (400 attendees).
Basset Certification (Illinois alcohol service certification) or willingness to obtain.
Working Environment & Physical Requirements
Primarily an on-site role requiring presence during event planning and execution, with limited remote work flexibility when operationally feasible.
Ability to stand and walk for extended periods during event setup, execution, and teardown.
Ability to lift and move materials weighing up to 40 pounds, with or without reasonable accommodation.
Supervision Received:
Receives general supervision by the Senior Director of Business Enterprise.
Supervision Exercised:
The position has no direct supervisory responsibilities.
Work Hours and Shift:
Varies, Nights and Weekends as needed
Hybrid Eligibility:
Eligible
Location: Chicago, IL
Union Representation: This position is represented by Field Museum Workers’ United, AFSCME Council 31, AFL-CIO.
Pay Range: $67,500 - $69,500
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The Field Museum is an equal-opportunity employer. We are committed to providing a workplace free from discrimination, embracing diversity, and fostering mutual respect. We value the unique perspectives each team member brings, which empowers our ability to innovate and overcome challenges.
At the Field Museum, we are dedicated to making our career website and recruitment process accessible to everyone. If you encounter any difficulty when using or accessing our online application, or if you need a reasonable accommodation for completing your application, participating in interviews, or any other part of the selection process, please reach out to us at recruitment@fieldmuseum.org.
Salary : $67,500 - $69,500