Associate Director, Special Events

About the Art Institute of Chicago

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

The Associate Director of Special Events plays a key role in producing memorable museum events and supporting the Art Institute’s engagement and stewardship goals. This position partners closely with colleagues across Engagement, Philanthropy, Curatorial, and the Director’s Office to coordinate internal events, manage meeting spaces, and ensure seamless execution. The Associate Director also serves as a primary liaison to external vendors and internal teams, helping maintain clear processes, strong communication, and a collaborative event‑planning environment.

Responsibilities

• Works closely with the Executive Director, Engagement - Special Events, curatorial staff, Philanthropy/Principal Gifts team, and the Director’s Office to manage exhibition openings, lenders dinners, Director and Chairman of the Board entertaining, curatorial committee meetings, etc., according to AIC standards and within prescribed budgets.
• Serves as an adviser and counsel to museum colleagues, especially as it relates to logistics, planning and execution of donor programs and events, ensuring that the museum’s goals are realized.
• Directs notifications to all support departments, including security, visitor services, physical plant, AV, museum shop, museum education, to ensure logistical support for every event and/or meeting as required.
• Works with Department of Engagement colleagues to ensure proper follow‑up after each event and with the Development Research Department to identify research needs for each program.
• Manages and oversees the museum’s master event calendaring systems – Google Calendar and Tripleseat – and ensures the comprehensive calendar of events is maintained and fully communicated to all stakeholders.
• Oversees the use of museum event and meeting facilities/spaces for all internal events. Review sand confirms all requests for events as appropriate, or offers alternatives for requests that cannot be approved.
• Oversees Special Events Jira submissions to implement back‑end updates and manages the administrative functions of internal and external platforms and related technologies.
• Assists with implementing and refining systems and protocols to ensure clarity, consistency, and strong logistical execution of event programs and communications, and ensures all protocols are in place.
• Acts as a liaison and facilitator between approved caterers/vendors and all internal departments within the Art Institute, ensuring that all policies and procedures for food services and museum events are properly followed.
• Manages the Assistant Director(s) of Special Events.
• Utilizes Raiser’s Edge and all available tools.
• Other projects as assigned.

Qualifications

• Bachelor’s degree or equivalent combination of education and experience.
• Minimum 5-year track record of progressively responsible experience in planning events, and working with donors and volunteers in an events-related stewardship capacity.
• Demonstrates excellent writing, oral, and interpersonal skills.
• Excellent project management, event planning, organization, problem-solving, and communication skills.
• Ability to work on multiple projects simultaneously and meet short deadlines.
• Proficiency in Word, Excel, Raiser’s Edge (or a similar system) and has the ability to learn new software.
• Knowledge of the Chicago philanthropic community is a plus.
• Flexibility to work evenings and weekends as needed to support museum events.
• Hires, trains, supervises the Assistant Director of Special Events position(s).
• Responsible for assigning and directing work.
• Evaluates performance, including disciplinary action, and ensures staff are equipped to perform their roles effectively.
• Provides professional development opportunities as needed.

Physical Requirements

• Moves frequently around the museum for meetings and events.
• Capable of walking, stooping, bending and lifting.
• Requires regular lifting of objects weighing up to twenty-five pounds
• Equipment used to perform the job: standard office equipment, personal computer and printer, specific computer software (MS Office etc.), and carts/lifts/etc.

Compensation & Benefits

Please click on the links below to view our competitive, comprehensive benefits package:

• Hiring Range: $65,000-$78,000

The expected hiring range is an estimated amount for positions based on the grade. Final offers are based on various factors, including skill set, experience, qualifications and other job-related reasons.

• Benefits (https://docs.google.com/document/d/1lXoRp-Na9GIG866vPauAI1vzijNlDKpBNKR8dtjyiWs/edit?tab=t.0)
• PTO Overview (https://docs.google.com/document/d/1GubVe-8SeAE6MkMcCx6EWbYTQyUlOyiw_L8q4bRUOtg/edit?tab=t.0)
• Job Classification: Exempt
• Employment Category: Full time staff
• Grade Level: 8

If you are accessing this listing from a third party, not all links to salary and benefits information may work. Please visit our career page at saic/artic.edu/employment (http://artic.edu/employment) for complete information

Application Instructions

Please submit your resume and cover letter to be considered for this position.

Accessibility

If you are a job seeker with a disability and require a reasonable accommodation to apply for one of our jobs, you will find the contact information to request the appropriate accommodation by visiting the following page:

Accessibility Accommodation for Applicants (https://recruiting2.ultipro.com/ART1010AICH/JobBoard/d263cd2b-c4ef-4e10-8876-a2896406a573/Accessibility)

Equal Opportunity Statement

The Art Institute of Chicago is an Equal Opportunity Employer that recruits, hires and promotes qualified individuals compliant with federal and state laws. If reasonable accommodation is needed to participate in the job application or interview process, please contact the Department of Human Resources at [email protected] (mailto:[email protected]).

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights (https://www.eeoc.gov/poster) notice from the Department of Labor.