Manager, Special Events

For more than 150 years, the School of the Art Institute of Chicago (SAIC) has been a leader in educating the world’s most influential artists, designers and scholars. Located in downtown Chicago with a fine arts graduate program consistently ranking among the top four graduate fine arts programs in the nation by U.S. News and World Report, SAIC provides an interdisciplinary approach to art and design as well as world-class resources, including the Art Institute of Chicago Museum, on-campus galleries and state-of-the-art facilities. SAIC’s undergraduate, graduate and post-baccalaureate students have the freedom to take risks and create the bold ideas that transform Chicago and the world—as seen through notable alumni and faculty such as Michelle Grabner, David Sedaris, Elizabeth Murray, Richard Hunt, Georgia O’Keeffe, Cynthia Rowley, Nick Cave, and LeRoy Neiman.

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• Job Classification: Full-Time Salaried Staff
• Grade Level: 6

The Manager, Special Events supports the objectives of the museum’s special events department; directly supporting and contributing to the revenue goals of the museum’s special events team. This position reports to the Associate Director, External Special events, with additional guidance from the Director, Special Events, and supports the special events team through administrative tasks, in addition to booking, managing, and executing the museum’s smaller scale internal and external special events.  These events primarily include smaller corporate and social based events, auxiliary departmental events, and supporting the museum’s philanthropic stewardship. 

Primary Function:

Work closely with the Associate Director, External Events, Director, Special Events, and Executive Director, Engagement - Special Events to book, manage, and support the execution of the museum’s internal and external special events, to ensure the museum’s revenue goals and objectives are met. Assist with coordinating and scheduling museum events with the larger special events team, and maintaining the events shared calendar.  Work directly with contracted clients to ensure that all logistics and operational aspects of the event are communicated and fulfilled. Act as liaison and facilitator between the client (internal stakeholders and external clients), external vendors, and all internal auxiliary departments within the Art Institute to ensure that all policies and procedures for events offered are properly followed.  Assist with the maintenance of prospective and current client databases and event software. Assist with administrative organizational operations including archiving and tracking event data, maintenance of event files, processing invoices, reviewing event timelines, and submitting internal operational support event requests. 

Duties And Responsibilities:

• Responsible for generating revenue for small 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 client smaller scale 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. 
• Assist with the execution of internal stakeholder events (e.g., exhibition openings, curatorial committee meetings, etc.).  This will include working with curatorial departments and engagement staff to assist with logistical planning of these programs and events according to AIC standards and within prescribed budgets, ensuring that museum’s goals are realized.
• 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 processing vendor invoice via the museum’s web-based payment portal (Concur).
• Assist with managing the museum’s web-based calendar (Google Calendar and Tripleseat) and Jira to implement back-end updates and administrative functions of internal and external platforms, and all other supportive technologies.
• Utilize Raiser’s Edge and all available tools where appropriate.
• Other projects as assigned.

Required Qualifications:

Education:

• Bachelor’s degree or equivalent combination of education and experience.

Experience:

• Minimum 2–3-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.

Skills:

• 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.  Knowledge of catering software a plus.
• Familiarity with local vendors (caterers, décor companies, equipment rental companies, AV).
• Must be able to work on multiple projects simultaneously and meet short deadlines.
• Must be able to work early mornings, nights and weekends.
• Knowledge of the hospitality/tourism industry is a plus.

UNION: This position is part of a bargaining unit represented by AFSCME Council 31. 

About The Organization

The Art Institute of Chicago is an Equal Opportunity Employer. We fully comply with applicable federal and state disability laws and provide reasonable accommodations for applicants and employees with disabilities. We recruit, hire, and promote qualified individuals solely on the basis of their skills, qualifications, and experience. If you require reasonable accommodation to participate in the application or interview process, please contact Human Resources at apply_help@artic.edu. 

This job description in no way states or implies that these are the only duties performed by the employee occupying this position. Employees may be required to follow other job- related instructions and to perform other job-related duties as requested, subject to all applicable state and federal laws. Certain job functions described herein may be subject to possible modification in accordance with applicable state and federal laws.