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Special Events Manager

Job Title: Manager, Special Events
Department: External Affairs Services
Status: Full Time

In support of the mission and vision of the Museum of Science and Industry, the Manager of Special Events will plan and execute events for the External Affairs division. Responsibilities include project management of the Museum’s annual Columbian Ball, the Black Creativity Gala and related event programming and planning as well as other donor and stewardship related events.

Responsibilities:

  • Collaborate with External Affairs team to execute events that that reach fundraising and other goals
  • Ability to work interdepartmentally and assist with events and special projects outside of the External affairs division.
  • Assist with strategically focusing events to enhance the Museum’s exposure within the Chicago community
  • Set, communicate and maintain timelines and priorities for events
  • Prepare and distribute routine event calendars and status reports for External Affairs division
  • Develop and maintain internal and external relationships (MSI staff, committees, vendors, volunteers, etc.) that are essential to External Affairs events
  • Create RFPs for various event vendors
  • Identify vendors, secure bids and manage contracts for events
  • Work with all event-related vendors (caterer, florist, design shop, photographer, entertainment, etc.) to ensure successful scheduling, set-up and production for events
  • Manage event expenditures within agreed upon budgets and purchasing guidelines
  • Plan, organize and attend all meetings of the Columbian Ball Committees, the Black Creativity Committees, working committees and staff including tastings and seating
  • Work with the event Chairs, as needed, to plan and execute the Columbian Ball and Black Creativity Gala events
  • Assist with the planning and execution of programming related to events, including the Columbian Ball and Black Creativity Gala
  • Oversee staff, vendors and committee assignments; coordinate volunteer plans and training for events
  • Oversee the production and delivery of event materials and equipment (save the date cards, invitations, seating charts, rental equipment, etc.)
  • Organize delivery and acknowledgment of in-kind donations and sponsorships for events
  • Perform on-site or off-site event supervision
  • Ensure collection of events and attendance data in Raiser’s Edge database or event planning software
  • Analyze and prepare event reports for future fundraising and stewardship events
  • Distribute post-event surveys for External Affairs events to track events performance
  • Perform other event related duties as assigned by management

Qualifications:

  • Bachelor's degree (B. A.) from four-year College or university; or two to three years related experience and/or training; or equivalent combination of education and experience
  • To perform this job successfully, an individual should have knowledge of database software, development software, internet software, spreadsheet software and word processing software.
  • Ability to effectively present information and respond to questions from groups of managers, clients, customers and the general public.
  • Excellent verbal and written communication skills required.
  • Must be detail oriented and effectively manage deadlines.
  • Strong team work and interdepartmental collaboration skills.
  • Ability to calculate figures and amounts such as discounts, interest, commissions, proportions percentages, area, circumference and volume with appropriate software.
  • Ability to be readily prepared and utilize your critical thinking skills and problem solving abilities in a fast paced environment.

 

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