Assistant Director External Special Events

Art Institute of Chicago•Chicago, IL

1d•Onsite

About The Position

The Art Institute of Chicago is seeking an Assistant Director of External Special Events to manage and execute external special events, including Corporate, Weddings, Social, and Association/Convention events for external clients. This role is crucial for meeting the museum's revenue goals. The Assistant Director will facilitate the scheduling of contracted events and meeting spaces, act as a liaison between clients, vendors, and internal departments, and ensure adherence to museum policies and procedures. The position also involves maintaining client databases, assisting with internal events occasionally, and ensuring a high-quality client experience.

Requirements

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.
Must be able to work on multiple projects simultaneously and meet short deadlines.
Must be able to work nights, holidays (on occasion) and weekends.

Nice To Haves

Knowledge of catering software a plus.
Familiarity with local vendors (caterers, décor companies, equipment rental companies, AV).
Knowledge of the hospitality/tourism industry is a plus.

Responsibilities

Generating revenue for events by selling event spaces – responding to inquiries, implementation of contracting, correspondence, and invoicing.
Servicing client accounts and ensuring that all client needs relating to the event are fulfilled.
Acting as liaison and facilitator between approved caterers/vendors and all internal departments within the Art Institute.
Ensuring that all policies and procedures for food services and events offered at the museum are properly followed.
Working 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.
Working closely with museum staff, especially as it relates to scheduling, logistics, set-up/break-down, and execution.
Managing event/sales inquiries, implementation of client contracting, internal and external correspondence, and invoicing.
Servicing client accounts and ensuring that all client needs relating to the event are fulfilled and client relationships are maintained.
Ensuring proper follow-up to clients after each event, including closing out all expenses, and processing payments through the museum’s finance department.
Acting as liaison and facilitator between approved caterers/vendors and all internal departments within the Art Institute.
Ensuring that all policies and procedures for food services and events offered at the museum are properly followed.
Working 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.
Maintaining sales and revenue reports for individual contracted clients.
Ensuring that a comprehensive calendar of external events is maintained and fully communicated to all stakeholders; working to ensure coordination of events across all departments and working closely with all parties involved to ensure consistency and quality of the client experience.
Occasionally partnering with the internal Special Events team to manage and produce internal events.
Consistently updating the museum’s master web-based event calendar system – Tripleseat.
Other projects as assigned.