Internal Events Project Manager

Field Museum • Chicago, IL

2d • Hybrid

About The Position

The Internal Events Project Manager is responsible for the centralized planning, coordination, and execution of internal events across the Museum, serving as the primary operational lead and single point of contact from intake through closeout to ensure consistency, efficiency, and high-quality guest experience. This role blends hands-on event operations, cross-departmental project management, and systems coordination to ensure consistency, efficiency, cost control, and a high-quality guest experience. The IEPM partners closely with internal departments and operational teams, applying best practices drawn from the hospitality and event industries.

Requirements

• Bachelors degree in hospitality, event management, business administration, or a related field, or an equivalent combination of education and experience.
• Minimum of 35 years of experience in event planning, hospitality, venue management, or a related field.
• Demonstrated experience managing multiple concurrent events in a fast-paced environment.
• Strong organizational, project management, and problem-solving skills.
• Excellent written and verbal communication skills.
• Proficiency with event management software and basic financial reporting tools.
• Ability to work independently while managing multiple priorities and deadlines.
• Demonstrated ability to collaborate effectively with diverse stakeholders across multiple departments.
• Ability to exercise sound judgment and decision-making in a dynamic, fast-paced environment.
• Ability to work evenings, weekends, and holidays as required by event schedules.
• Ability to work on-site to support event planning and execution.
• Ability to stand and walk for extended periods during event setup, execution, and teardown.
• Ability to lift and move materials weighing up to 40 pounds, with or without reasonable accommodation.

Nice To Haves

• Experience working in a museum, cultural institution, nonprofit, or landmark venue.
• Knowledge of catering, audio-visual, and event production practices.
• Experience supporting or managing large-scale events (400+ attendees).
• Basset Certification (Illinois alcohol service certification) or willingness to obtain.

Responsibilities

• Lead project management for internal meetings and events ranging from small staff gatherings to large-scale receptions and dinners (400+ attendees).
• Manage events end-to-end, from intake through planning, execution, and post-event follow-up, to ensure successful delivery and stakeholder satisfaction.
• Serve as the central point of contact for internal stakeholders, facilitating clear communication, aligned expectations, and timely delivery of event requirements.
• Prioritize and manage a high volume of concurrent events in a fast-paced environment while maintaining quality and deadlines.
• Develop and manage detailed Museum Event Orders (MEOs), timelines, floor plans, and production schedules.
• Provide on-site event leadership by overseeing setup, vendor load-in/load-out, event execution, and teardown.
• Identify and resolve operational issues in real time to maintain a seamless experience for guests and staff.
• Coordinate transitions between event activities and daytime museum operations.
• Develop, maintain, and oversee a comprehensive, museum-wide internal events calendar to support scheduling, visibility, and coordination.
• Administer and maintain the Reserve event management system as the primary user.
• Coordinate space allocations across departments to ensure efficiency and minimize conflicts.
• Maintain accurate event documentation, records, and post-event reporting.
• Develop, document, and maintain standard operating procedures (SOPs) for event production in collaboration with internal departments.
• Facilitate weekly MEO Meetings to review upcoming events, confirm logistics, and align operational teams.
• Coordinate external vendors, including catering, audio-visual, dcor/florals, rentals, and entertainment, to ensure services align with event requirements.
• Collaborate with internal operational teams, including Facilities Planning & Operations, Visitor Services, Housekeeping, Security, IT, Media Services/AV, and Catering partners to align resources, staffing, and logistics for successful event delivery.
• Coordinate liquor operations for internal events with Business Enterprise Operations, including inventory pulls, inventory support, and post-event reconciliation, as required.
• Manage in-house linen program, including inventory tracking, cost control, and vendor coordination.
• Assist with budget estimates, internal pricing, discounts, and cost controls to support financial management.
• Monitor labor utilization, vendor expenses, and operational efficiency to identify cost drivers and opportunities for improvement.
• Prepare basic financial summaries and contribute to cost-saving initiatives.
• Apply standardized processes and industry best practices to promote consistency and fiscal responsibility across events.
• Collaborate with departments across the Museum, including the Presidents Office, Membership, Development, Education, Marketing & Communications, HR, IT, Curatorial, and Exhibitions, to plan and execute internal events that meet organizational needs.
• Facilitate cross- department coordinaiton to streamline planning, enhance communication, and maximize shared resources.
• Ensure all internal events reflect the Field Museums brand, values, and standards of professionalism and hospitality.

Benefits

• Comprehensive Health Coverage: Including medical, dental, vision plans, and even pet insurance.
• Financial Security: Life and disability benefits plus a 403(b) savings plan to help you plan for the future.
• Work-Life Balance: Generous paid time off, paid sick leave, and paid holidays to ensure you have time to recharge and spend with loved ones.
• Exclusive Perks: Enjoy great employee discounts and complimentary general admission to participating cultural institutions.
• We're dedicated to enhancing your life both at work and beyond!

What This Job Offers

• Job Type: Full-time
• Career Level: Manager