Manager, External Special Events

Art Institute of Chicago•Chicago, IL

1d•Onsite

About The Position

The Special Events Department manages and executes the museum’s 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 revenue goals and objectives. The Manager, External Special Events supports the objectives of the museum’s special events department; directly supporting and contributing to the revenue goals and objectives of the museum’s special events team. This position reports to the Associate Director, External Special events, with additional guidance from the Executive Director, Engagement Special Events, and supports the external special events team through booking, managing, and executing the museum’s smaller scale external special events. These events primarily include smaller corporate, association/convention, social based events, weddings and elopements for external clients and auxiliary departmental events.

Requirements

Bachelor’s degree or equivalent combination of education and experience.
Minimum 2-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 early mornings, nights, 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

Responsible for generating revenue for smaller scale events through selling/booking event spaces – responding to inquiries, implementation of contracting, correspondence, event execution, and invoicing in accordance with AIC policies and procedures.
Service smaller scale client accounts and ensure that all client needs relating to the event are fulfilled and client relationships are maintained.
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.
Ensure proper follow up to clients after each event, including closing out all expenses, and processing payments through the museum’s finance department.
Ensure that a comprehensive calendar of 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.
Assist with the maintenance of prospective and current client databases and event software.
Supports administrative organizational operations including archiving and tracking event data, maintenance of event files, processing invoices, reviewing and producing event timelines, and submitting internal operational support staff event requests.
Assists with managing the museum’s web-based calendar (Google Calendar and Tripleseat) and Jira to implement back-end updates and administrative functions of The Art Institute of Chicago Job Description internal and external platforms, and all other supportive technologies.
Other projects as assigned.