Assistant Director, External Special Events Join to apply for the Assistant Director, External Special Events role at Art Institute of Chicago Assistant Director, External Special Events Join to apply for the Assistant Director, External Special Events role at 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, centering the vision of artists and makers. We recognize that all art is made in a particular context, demanding continual, dynamic reconsideration in the present. We are a place of gathering; we foster the exchange of ideas and inspire an expansive, inclusive understanding of human creativity.

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

Hiring Range: $54,000 - $55,000 Benefits PTO Overview Job Classification: Full Time Salaried Staff Grade Level: 7

The Assistant Director, External Special Events 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. They facilitate the scheduling of contracted events and meeting spaces in conjunction with the Special Events team. The Assistant Director works with contracted clients to ensure that all onsite logistics and operational aspects of the event are executed. They 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. They assist with the maintenance of prospective and current client databases and event software. Finally, the Assistant Director occasionally partners 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.

Duties And 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.

Education

Required Qualifications:

Bachelor’s degree or equivalent combination of education and experience.

Experience

Minimum 3-5 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.

Skills

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.

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

The Art Institute of Chicago is an Equal Opportunity Employer that recruits, hires and promotes qualified individuals without regard to race, religion, sex, sexual orientation, gender identity, age, national origin, ancestry, veteran status or citizenship. The Institute complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. 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.

Equal Opportunity Employer

This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.Seniority level Seniority levelMid-Senior level Employment type Employment typeFull-time Job function Job functionManagement and Manufacturing IndustriesMuseums, Historical Sites, and Zoos Referrals increase your chances of interviewing at Art Institute of Chicago by 2x Sign in to set job alerts for “Assistant Director Special Event” roles.Assistant Director, External Special Events Operations Chicago, IL $64,000.00-$72,000.00 1 week ago Assistant Director, Employer Relations and Development Chicago, IL $72,250.00-$93,500.00 4 days ago We’re unlocking community knowledge in a new way. Experts add insights directly into each article, started with the help of AI.

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