Events Coordinator at Chicago Architecture Center

Chicago, Illinois, United States -

Full Time

Start Date

Immediate

Expiry Date

03 Jun, 26

Salary

28.0

Posted On

05 Mar, 26

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Organization, Detail Orientation, Logistics Coordination, Vendor Coordination, On-site Management, Cross-departmental Communication, Budget Monitoring, Problem-Solving, Adaptability, Risk Management, Microsoft Office Proficiency, Event Setup, AV Coordination, Client Meetings, Negotiation

Industry

Museums;Historical Sites;and Zoos

Description

Description Job Title: Events Coordinator Location: Chicago Architecture Center Department: Events Hourly Rate: $25.00 - $28.00 Reports To: Event Manager FLSA Status: Full-time Hourly, Nonexempt Job Purpose The Chicago Architecture Center seeks an organized, detail-oriented Events Coordinator to support the planning and execution of internal, public, and private events. This role assists the Events Manager in the logistics, vendor coordination, and on-site management of the Center’s diverse event calendar. The Events Coordinator ensures seamless operations for both internal programs and high-profile events, including annual galas, VIP engagements, and fundraising initiatives, while maintaining the mission-aligned standards of the Center. Duties and Responsibilities Support the Events Manager and operating departments in coordinating all aspects of the organizational event calendar, including scheduling, logistics, and internal communication. Assist with cross-departmental communications, venue setup, breakdown, and on-site management during events to ensure smooth execution. Coordinate with F&B vendors, AV providers, and other service partners to confirm event requirements and timelines. Maintain event documentation, including run-of-show schedules, contracts, vendor agreements, and client correspondence. Track and report on event-related expenses and assist in budget monitoring to ensure cost efficiency. Serve as a liaison between internal departments, ensuring all stakeholders have timely updates on event logistics and requirements. Assist with data collection, analysis, and reporting to support event evaluation, marketing outreach, and revenue strategies. Provide administrative support for event marketing and promotion, including registration management and guest communications. Help develop and implement standard operating procedures and tools to improve efficiency and consistency in event production. Participate in site visits, client meetings, and vendor negotiations as directed. Perform other duties as assigned to support the Sr. Events Manager and organizational goals. Working Conditions Supplemental Information to Assist Organizations In Their Compliance with the Americans with Disabilities Act (ADA) http://www.niqca.org/documents/ADAPhysicalRequirementsChecklist.pdf Physical Requirements Supplemental Information to Assist Organizations in Their Compliance with the Americans with Disabilities Act (ADA) http://www.niqca.org/documents/ADAPhysicalRequirementsChecklist.pdf Benefits & Perks Health Insurance: Full-time positions are eligible for Medical, dental, and vision coverage with employer contributions Retirement: 401(k) retirement plan with employer match up to 4% eligibility for all employees. Paid Time Off: Full time positions are eligible for Vacation, Personal, Floating Holidays and paid holidays Work-Life Balance: Hybrid work schedule (3 days in office, 2 days remote) Wellness & Support: Employee Assistance Program (EAP) Additional Benefits: Life insurance, short- and long-term disability coverage Requirements Skills and Qualifications Education Bachelor’s degree in hospitality, business, events management, or equivalent work experience required. Experience 1-3 years of experience in event coordination, hospitality, or nonprofit program management preferred. Experience in event setup, AV coordination, and vendor management a plus. Skills Excellent organizational and multi-tasking abilities, with strong attention to detail. Strong interpersonal and communication skills; able to collaborate effectively across teams. Proficient in Microsoft Office and hybrid collaboration platforms; experience with Ventrata or other event platforms preferred. Ability to work flexible hours, including nights and weekends, to support events. Strong problem-solving skills and ability to adapt quickly to changing circumstances. Familiarity with risk management and safety protocols in event settings. Physical ability to lift/move up to 50 lbs as needed for event setup and breakdown. Knowledge of Chicago’s nonprofit or cultural event landscape a plus.

Responsibilities

The Events Coordinator supports the Events Manager in planning and executing internal, public, and private events, handling logistics, vendor coordination, and on-site management for the Center’s diverse event calendar. Duties include coordinating scheduling, venue setup/breakdown, managing service partners, maintaining event documentation, and tracking expenses.