Job Description

Special Event Coordinator

FLSA Status: Exempt

Department: Special Events

Our Mission: Since the 1893 World Columbian Exposition, our organization has aimed to connect people to the natural environment and human history.

Join our team and enjoy a benefits package that truly supports your well-being and lifestyle:

• 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.

We're dedicated to enhancing your life both at work and beyond!

This role will report directly to the Manager, Business Enterprises Operations and provide essential administrative and operational support to Special Event Account Managers. Responsibilities include assisting with early setup, late closing, vendor coordination, multi-day rehearsals, and event load-ins/teardowns. Additionally, this position involves securing liquor after events, assisting the Manager, Business Enterprises Operations, with liquor inventory, and managing the distribution of liquor carts for both internal and external events. This client-facing role demands a high level of customer service, attention to detail, and strong decision-making abilities.

Duties and 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.

Qualifications:

• 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.
• Basset Certification preferred
• 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

Supervision Received: Receives general supervision from the Manager of Business Enterprise.

Supervision Exercised: Provides general direction and task supervision to vendors and others working the event.

Work Hours and Shift: 35 hours per week, shift varies

Hybrid Eligibility: Eligible

Location: 1400 S. DuSable Lake Shore Dr. Chicago, IL 60605

Union Representation: This position is represented by Field Museum Workers' United, AFSCME Council 31, AFL-CIO.

Pay Range: $48,000 - $52,000 annually

The Field Museum is an equal-opportunity employer. We are committed to providing a workplace free from discrimination, embracing diversity, and fostering mutual respect. We value the unique perspectives each team member brings, which empowers our ability to innovate and overcome challenges.

At the Field Museum, we are dedicated to making our career website and recruitment process accessible to everyone. If you encounter any difficulty when using or accessing our online application, or if you need a reasonable accommodation for completing your application, participating in interviews, or any other part of the selection process, please reach out to us at recruitment@fieldmuseum.org.

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