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Coordinator of Events and Programs

2 months ago

Chicago, Illinois, United States Field Museum Full time
Job Overview

Our Purpose: Since its inception during the 1893 World Columbian Exposition, our organization has dedicated itself to bridging the gap between individuals and the natural world, as well as human history.

The Field Museum is on the lookout for an Events & Programs Coordinator to become a vital part of our team.

This role involves orchestrating the logistics for a variety of Advancement events and programs, which can range from intimate meetings to grand dinners and receptions. The Events & Programs Coordinator will actively collaborate with the fundraising team and other staff members within the Advancement Department to gather essential insights for crafting impactful meetings and events. These initiatives are pivotal in meeting the fundraising objectives that align with the Museum's strategic vision.

Key Responsibilities:

  • Collaborate closely with external vendors to ensure the seamless execution of each event, including catering, equipment and linen rentals, audio-visual services, decor, and parking logistics.
  • Work in tandem with Institutional Advancement staff to facilitate meetings and events for donors across all levels.
  • Manage pre and post-event planning tasks, which include vendor orders, proposal requests, data management, event communications, floor plan creation, and bill payments.
  • Oversee on-site event management.
  • Assist with various office projects as required.
  • Availability for evening and weekend hours is necessary.
  • This position requires on-site work, with some flexibility for remote arrangements.

Qualifications:

  • Prior experience in event planning and management is highly preferred, particularly with large-scale events (400+ attendees). This includes organizing and managing significant dinner parties, cocktail receptions, luncheons, and business meetings.
  • The ideal candidate should possess exceptional organizational skills and the ability to manage multiple tasks in a dynamic environment.
  • Attention to detail is crucial for this role.
  • The candidate must demonstrate the ability to work collaboratively within a team while also pursuing self-directed projects that contribute to overall success.
  • Adaptability to changing circumstances is essential.

Important Note: To safeguard the health and safety of our employees, guests, and their families, the Field Museum mandates that all employees be fully vaccinated against COVID-19. Requests for exemptions from the vaccine will not be accommodated due to the nature of this position.

The Field Museum is an equal opportunity employer, committed to fostering an inclusive workplace that respects diversity and promotes mutual respect among all staff members. We believe that every individual enriches our organization by bringing diverse perspectives that help us identify challenges and develop effective solutions.

The Field Museum is dedicated to ensuring that our career website and recruitment process are accessible to everyone. If you encounter any difficulties using or accessing our online application, or if you require reasonable accommodations during the application, interview, or selection process, please reach out for assistance.