Special Event Coordinator

Field Museum • Chicago, IL

1d • Onsite

About The Position

Since the 1893 World Columbian Exposition, our organization has aimed to connect people to the natural environment and human history. The Special Event Coordinator role provides essential administrative and operational support to Special Event Account Managers, reporting directly to the Manager, Business Enterprises Operations. Key responsibilities include assisting with early setup, late closing, vendor coordination, multi-day rehearsals, event load-ins/teardowns, and managing liquor inventory and distribution for both internal and external events. This client-facing position requires a high level of customer service, attention to detail, and strong decision-making abilities.

Requirements

• High School diploma or equivalent required
• 1-3 years of experience in the hospitality industry and related services, such as catering, decor, and A/V required.
• Ability to work extended hours, evenings, and weekends are required
• This is an on-site, in-person position
• Ability to spend the majority of a shift walking and standing
• Frequent heavy lifting is required up to 40lbs
• Detail-oriented and organization skills focus necessary
• Decision-making and problem-solving skills
• Clear verbal and written communication skills
• Basic computer skills

Nice To Haves

• Basset Certification preferred

Responsibilities

• Coordinate space usage for the Museum using the Reserve software system.
• Assist the Manager, Business Enterprises Operations, with liquor pulls and inventory management.
• Help stock liquor in storage and prepare bar carts for special events.
• Support liquor inventory processes and return unused liquor to storage, providing an updated count.
• Work closely with vendors and suppliers before, during, and after events to ensure efficient load-in/out and cleanup of event spaces.
• Collaborate with internal teams (Housekeeping, Security, etc.) to facilitate the seamless transition of the Museum from event setup to daytime operations.
• Provide on-site event coordination, including managing staff, overseeing setup/teardown, and resolving any issues that arise during events.
• Assist with weekly MEO meetings to ensure effective communication regarding internal and external events.
• Support Account Managers with client site visits and vendor walkthroughs.
• Serve as a primary point of contact during events, as needed.
• Prepare basic financial reports for events, such as profit and loss statements (P&Ls).
• Manage and primary point of contact for Engagement inquiries and Engagement events, from proposal to execution, including contracting and coordination of the event.

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.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED