Associate Director, Special Events

Art Institute of Chicago•Chicago, IL

1d•Onsite

About The Position

The Associate Director of Special Events plays a key role in producing memorable museum events and supporting the Art Institute’s engagement and stewardship goals. This position partners closely with colleagues across Engagement, Philanthropy, Curatorial, and the Director’s Office to coordinate internal events, manage meeting spaces, and ensure seamless execution. The Associate Director also serves as a primary liaison to external vendors and internal teams, helping maintain clear processes, strong communication, and a collaborative event-planning environment.

Requirements

Bachelor’s degree or equivalent combination of education and experience.
Minimum 5-year track record of progressively responsible experience in planning events, and working with donors and volunteers in an events-related stewardship capacity.
Demonstrates excellent writing, oral, and interpersonal skills.
Excellent project management, event planning, organization, problem-solving, and communication skills.
Ability to work on multiple projects simultaneously and meet short deadlines.
Proficiency in Word, Excel, Raiser’s Edge (or a similar system) and has the ability to learn new software.
Flexibility to work evenings and weekends as needed to support museum events.

Nice To Haves

Knowledge of the Chicago philanthropic community is a plus.

Responsibilities

Works closely with the Executive Director, Engagement - Special Events, curatorial staff, Philanthropy/Principal Gifts team, and the Director’s Office to manage exhibition openings, lenders dinners, Director and Chairman of the Board entertaining, curatorial committee meetings, etc., according to AIC standards and within prescribed budgets.
Serves as an adviser and counsel to museum colleagues, especially as it relates to logistics, planning and execution of donor programs and events, ensuring that the museum’s goals are realized.
Directs notifications to all support departments, including security, visitor services, physical plant, AV, museum shop, museum education, to ensure logistical support for every event and/or meeting as required.
Works with Department of Engagement colleagues to ensure proper follow-up after each event and with the Development Research Department to identify research needs for each program.
Manages and oversees the museum’s master event calendaring systems – Google Calendar and Tripleseat – and ensures the comprehensive calendar of events is maintained and fully communicated to all stakeholders.
Oversees the use of museum event and meeting facilities/spaces for all internal events.
Review sand confirms all requests for events as appropriate, or offers alternatives for requests that cannot be approved.
Oversees Special Events Jira submissions to implement back-end updates and manages the administrative functions of internal and external platforms and related technologies.
Assists with implementing and refining systems and protocols to ensure clarity, consistency, and strong logistical execution of event programs and communications, and ensures all protocols are in place.
Acts as a 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 museum events are properly followed.
Manages the Assistant Director(s) of Special Events.
Utilizes Raiser’s Edge and all available tools.
Other projects as assigned.
Hires, trains, supervises the Assistant Director of Special Events position(s).
Responsible for assigning and directing work.
Evaluates performance, including disciplinary action, and ensures staff are equipped to perform their roles effectively.
Provides professional development opportunities as needed.