Internal Events Project Manager

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

1. Lead project management for internal meetings and events ranging from small staff gatherings to large-scale receptions and dinners (400+ attendees).

2. Manage events end-to-end, from intake through planning, execution, and post-event follow-up, to ensure successful delivery and stakeholder satisfaction.

3. Serve as the central point of contact for internal stakeholders, facilitating clear communication, aligned expectations, and timely delivery of event requirements.

4. Prioritize and manage a high volume of concurrent events in a fast-paced environment while maintaining quality and deadlines.

Event Planning & Execution

1. Develop and manage detailed Museum Event Orders (MEOs), timelines, floor plans, and production schedules.

2. Provide on-site event leadership by overseeing setup, vendor load-in/load-out, event execution, and teardown.

3. Identify and resolve operational issues in real time to maintain a seamless experience for guests and staff.

4. Coordinate transitions between event activities and daytime museum operations.

Calendar, Systems & Administration

1. Develop, maintain, and oversee a comprehensive, museum-wide internal events calendar to support scheduling, visibility, and coordination.

2. Administer and maintain the Reserve event management system as the primary user.

3. Coordinate space allocations across departments to ensure efficiency and minimize conflicts.

4. Maintain accurate event documentation, records, and post-event reporting.

5. Develop, document, and maintain standard operating procedures (SOPs) for event production in collaboration with internal departments.

6. Facilitate weekly MEO Meetings to review upcoming events, confirm logistics, and align operational teams.

Vendor & Operational Coordination

1. Coordinate external vendors, including catering, audio-visual, décor/f