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.  Knowl