Description:
Primary Function: The Associate Director, External Events and Executive Director, Engagement - Leadership Giving and Special Events manage and execute the museum’s external special events, as the institution works to build an external catering/venue rental model. These events include Corporate, Weddings, Social, Association/Convention based events for external clients. Coordinate the scheduling of external museum events and meeting spaces in conjunction with the Leadership Giving and Special Events team. 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, external vendors, and all internal 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. Occasionally partner with the Leadership Giving and Special Events teams to manage and produce internal events and provide guidance to museum staff to ensure that AIC policies and protocols are followed, and assist with proper follow-up post event.
DUTIES AND RESPONSIBILITIES:
- Work closely with the Associate Director, External Special Events, Museum Facilities, and Protection Services, in conjunction with internal Special Events staff, to contract, execute and manage all external events at the museum in accordance with AIC policies and procedures.
- Work closely with the Leadership Giving and Special Events and Engagement Programs staff, especially as it relates to scheduling, logistics and execution.
- Manage event/sales inquiries, implementation of client contracting, internal and external correspondence, and invoicing.
- Service client accounts and ensure that all client needs relating to the event are fulfilled and client relationships are maintained.
- Ensure proper follow up to clients after each event, including closing out all expenses, and processing payments through the museum’s finance department.
- 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.
- Work with Associate Director, External Special Events and Assistant Director, External Special Events Operations to fine tune systems and protocols to ensure clarity, process and the logistical execution of external events and communications.
- Maintain sales and revenue reports for individual contracted clients.
- Ensure that a comprehensive calendar of external 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.
- Occasionally partner with the Leadership Giving and Special Events teams to manage and produce internal events.
- Consistently update the museum’s master web-based event calendar system – EMS.
- Utilize Raiser’s Edge and all available tools where appropriate.
- Other projects as assigned.