Assistant Director, External Special Events Operations
Assistant Director, External Special Events Operations
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Salary Not Disclosed
1 Vacancy
Job Description
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
- Benefits
- PTO Overview
- Job Classification: Full-Time Salaried Staff
- Grade Level: 7
PRIMARY FUNCTION:
Work closely with the Associate Director External Special Events and Executive Director Engagement - Special Events to book manage and execute the museums external special events and correlating departmental operations to ensure the museums 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. Assist Executive Director Special Events and Associate Director External Special Events with the development of marketing and promotional collateral - including but not limited to the venue rental webpage social media and other print and web-based collateral. Assist with the maintenance of prospective and current client databases event software internal events inventory and storage spaces. Track revenue channels to ensure the department meets revenue goals. 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. 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.
DUTIES AND RESPONSIBILITIES:
1. Responsible for generating revenue for events by booking/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 execute and manage external events at the museum in accordance with AIC policies and procedures.
5. Work closely with the Special Events and Engagement Programs staff especially as it relates to scheduling logistics and execution.
6. In conjunction with museums marketing and communications team maintain and oversee the venue rental webpage.
7. Assist Associate Director External Special Events with the development of marketing and promotional pieces in collaboration with the museums marketing and communications department.
8. Oversee and maintain the museums internal special events inventory and storage space.
9. Develop and fine tune systems and protocols to ensure clarity process and the logistical execution of external events and communications.
10. Work closely with the Engagement Revenue and Data Strategy team to prioritize sales goals reporting and ensure that accurate accounting is in place.
11. Maintain sales and revenue reports for external events including generating specific reports for Protection Services Museum Facilities and catering partners. Work with Museum Finance to ensure proper accounting and processing of payments.
12. 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
13. Assist with maintenance of prospective and current client databases and event software.
14. Occasionally partner with the internal Special Events team to manage and produce internal events
15. Consistently update the museums master web-based event calendar system Tripleseat.
16. Other projects as assigned.
REQUIREMENTS:
- Bachelors degree required.
- Minimum 3-5 year track record of progressively responsible experience including internships in event planning event logistics and event management required.
- Minimum 2 years experience working directly with donors or clients external vendors and internal logistical operations teams required.
- Familiarity with marketing/promotional and web-based and platforms highly preferred.
- Excellent project management event planning organization problem-solving financial competency and communication and interpersonal skills.
- Proficiency in Microsoft Word and Excel with demonstrated ability to learn new computer software. Knowledge of catering software a plus.
- Familiarity with local vendors (caterers dcor companies equipment rental companies AV).
- Must be able to work on multiple projects simultaneously and meet short deadlines.
- Must be able to work nights and weekends.
- Knowledge of the hospitality/tourism industry is a plus.
ABOUT THE ORGANIZATION:
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
UNION INFO:
This position is part of a bargaining unit represented by AFSCME Council 31.
This job description in no way states or implies that these are the only duties performed by the employee occupying this position. Employees may be required to follow other job- related instructions and to perform other job-related duties as requested subject to all applicable state and federal laws. Certain job functions described herein may be subject to possible modification in accordance with applicable state and federal laws.
Required Experience:
Director
Employment Type
Full-Time
