Director of Special Events

Art Institute of Chicago•Chicago, IL

About The Position

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 internal special events and oversees the 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 stewardship and revenue goals and objectives. Position Summary As the Director of Special Events, you will partner closely with the Executive Director, Engagement-Special Events to lead the planning and execution of the museum's highest-profile events. These experiences play an important role in advancing the Art Institute's mission by strengthening relationships with trustees, donors, members, and community leaders. In this role, you'll oversee a diverse portfolio of events, including exhibition openings, donor stewardship events, leadership entertaining, Board events, and special travel experiences, while leading a talented team and collaborating with colleagues across the museum. You'll help ensure every event reflects the museum's standards of excellence, supports philanthropic goals, and creates memorable experiences for our guests.

Requirements

Bachelor’s degree or equivalent combination of education and experience required.
Minimum 7-year track record of progressively responsible experience in planning events and working with senior staff and donors in a stewardship capacity.
Excellent project management, event planning, organization, problem-solving, and communication skills.
Experience leading and developing teams, including supporting professional growth and identifying opportunities for learning and development.
Proficiency in Microsoft Word, Excel, Raiser’s Edge (or similar system) and demonstrated ability to learn new computer software.
ability to balance multiple projects, adapt to changing priorities, and meet deadlines.
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

Partner closely with the Executive Director, Engagement-Special Events, curatorial staff, the Philanthropy and Principal Gifts teams, and the Director's Office to lead the planning and execution of exhibition openings, lenders' dinners, Director and Chairman of the Board entertaining, curatorial committee meetings, and other special events while meeting museum standards and budget expectations.
Lead, coach, and support two Assistant Directors of Special Events, fostering collaboration, accountability, and professional growth.
Collaborate with Engagement colleagues, including Luminary and the Woman's Board, to plan and deliver events that advance the museum's engagement and fundraising goals.
Serve as a trusted advisor to colleagues across the museum on event strategy, donor stewardship, philanthropic priorities, and responsible resource management.
Oversee the coordination of events across museum departments, ensuring a seamless planning process and a consistently exceptional experience for donors, members, and guests.
Manage the museum's master event calendars, including Google Calendar and Tripleseat, ensuring event information is accurate, up to date, and communicated to all stakeholders.
Oversee the scheduling and use of museum event and meeting spaces for internal events, reviewing requests and identifying alternative solutions when needed.
Supervise the review of Special Events Jira submissions and oversee system updates, administrative processes, and event technology platforms that support departmental operations.
Ensure support departments, including Security, Visitor Services, Physical Plant, AV, Museum Shop, and Museum Education, receive timely event information so all operational and logistical needs are met.
Lead the continuous improvement of event planning systems, processes, and communication protocols to support efficient execution and a consistent experience across all events.
Manage relationships with the museum's approved caterers and vendors, partnering with internal departments to ensure all event policies, procedures, and service standards are upheld.
Identify donor research needs for the President and Director in advance of events and partner with the Development Research team to ensure appropriate briefing materials are prepared.
Partner with Engagement colleagues to ensure timely and thoughtful follow-up with event participants and key stakeholders.
Utilize Raiser's Edge and other available systems to support event planning, donor stewardship, and reporting.
Contribute to additional departmental and museum-wide projects as assigned.