Assistant Director, External Special Events

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. 

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:

1.     Responsible for generating revenue for events by selling event spaces – responding to inquiries, implementation of contracting, correspondence, and invoicing.

2.     Service client accounts and ensure that all client needs relating to the event are fulfilled

3.     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.

4.     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.

5.     Work closely with museum staff, especially as it relates to scheduling, logistics, set-up/break-down, and execution.

6.     Manage event/sales inquiries, implementation of client contracting, internal and external correspondence, and invoicing.  

7.     Service client accounts and ensure that all client needs relating to the event are fulfilled and client relationships are maintained.

8.     Ensure proper follow up to clients after each event, including closing out all expenses, and processing payments through the museum’s finance department. 

9.     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.

10.  Work with Associate Director, External Spec