Assistant Director, Leadership Giving and Special Events
The Art Institute of Chicago shares its singular collections with our city and the world. We collect, care for, and interpret works of art across time, cultures, geographies, and identities, centering the vision of artists and makers. We recognize that all art is made in a particular context, demanding continual, dynamic reconsideration in the present. We are a place of gathering; we foster the exchange of ideas and inspire an expansive, inclusive understanding of human creativity.
BASIC FUNCTION: The Assistant Director, Leadership Giving supports the objectives of the museum’s Luminary programs; produces meetings, programs, and events; and serves as the primary liaison between parties, including: Woman’s Board President and Executive Committee, the Engagement department, curatorial department, donors, vendors, sponsors, and event staff. The position reports to the Associate Director, Leadership Giving and supports their stewardship, serving as the secondary liaison to vested groups. In collaboration with teams across External Affairs and under the supervision of the Executive Director of Leadership Giving and Special Events, this position oversees measurable goals and objectives, as prioritized by Engagement Department staff, for volunteer leadership, membership, financial, programming, and communications for the group(s).
PRIMARY DUTIES AND RESPONSIBILITIES:
Under the guidance of the Associate Director, the Assistant Director supports the objectives of the museum’s Luminary programs, committees and special events; and stewards the activity of the Woman’s Board in volunteer leadership, membership, financial, programming, and communications.
DUTIES AND RESPONSIBILITIES:
- Coordinates program logistics, arranges for reservation of museum and off-site facilities and all event production details, including catering, security, visitor services, physical plant, A/V and arrangement of guest travel and accommodations.
- Collaborates with Leadership Giving and Special Events, curatorial staff, and Engagement Programs and Production teams to ensure continuity of guest experience across museum events.
- Supports reporting on program success based on goals and metrics as prioritized by Leadership Giving and Special Events and Engagement Programs and Production teams.
- Coordinates portfolio of programs and meetings to achieve financial and non-financial goals as set by museum staff in conjunction with External Affairs leadership.
- Supports the Leadership Giving and Special Events and Engagement Programs and Production teams in program creation and planning, anticipating scheduling requirements to advise staff and officers when to take necessary actions to develop, promote, and execute events, sell tickets, manage sponsors and external vendors, and create and distribute post-event communication.
- Works in collaboration with teams across External Affairs for membership appeals, marketing materials, event communications, and auxiliary leadership messages.
- Utilize quantitative and qualitative research to generate meaningful insights that will drive creative concepts. Fully utilize Raiser’s Edge and all available tools.
- Ability to handle conflicting demands and requests creatively and quickly.
- Results-oriented, strategic thinker that enjoys helping members and colleagues innovate through various channels from current state to future state.
SPECIFIC DUTIES FOR LUMINARY
- Develop and manage editorial calendar of communications-related activities across Luminary for the year ahead, including publications, project and organizational milestones and events
- Circulate written content for team and executive review and incorporate feedback from multiple editors
- Review and edit written content produced by Communications Team, program teams and leadership for accuracy, writing quality, and organizational messaging. Adheres to the museum’s editorial and design style guides, ensures consistency in messaging and brand standards, works with internal staff to draft and finalize print and digital communications.
- Ensures regular communication with both leadership and membership. Provides general inquiry support to membership and prospective members.
- Reviews mailing lists, addresses and mails invitations, monitors and shares RSVPs with appropriate staff and leadership.
- With the guidance of supervisor(s), monitors budgets, tracks expenses, and reviews break-even models for events and overall behavior to ensure financial success. Processes all income, receipts, and acknowledgements. Pays and reconciles all expenses in a timely manner.
- Supports creation of event-related and annual budgets, revenue projection, and adherence to Art Institute accounting policies and procedures.
- Prepares financial reports on member revenue and operating funds as appropriate for stakeholder leadership, ensuring classes of information remain confidential as directed.
- Prepares monthly financial statements; reviews for accuracy of deposit receipts and account allocations. Responsible for the maintenance of general ledger and corrections as necessary.
- In collaboration with Development Records ensures prompt and accurate acknowledgement to individual donors and event sponsors.
SPECIFIC DUTIES FOR WOMAN’S BOARD
- With the guidance of supervisor(s), supports the alignment of Woman’s Board leadership with the priorities of the Art Institute of Chicago; provides guidance on goals, Board function, and leadership responsibilities, as directed by supervisor(s).
- Coordinates with various committees as organized by Woman’s Board leadership in collaboration with the Engagement department. Maintains accurate records of participation in these committees and their activity.
- Coordinates logistics and prepares materials for official Woman’s Board meetings, events and committees as necessary: Full Board meetings, Executive Committee Meetings, Program Committee meetings, Membership Committee meetings, and various ad-hoc meetings. Maintains an up-to-date list of these committees. Produces, organizes and prepares logistics and materials for all of the programs.
- Produces accurate documentation of Woman’s Board member participation in leadership positions and on committees; collaborates with Development Research to ensure accurate database records.
- Participates in team meetings, regular check-ins with supervisor(s), and represents the Leadership Giving and Special Event in intra-departmental meetings or committees.
- Collaborates in the production of departmental documentation, training, and creation of shared resources.
- Supports production of peers events and programs; makes requests to peers for support of events as needed.
- Develops competitive understanding of other similar leadership giving programs in Chicago, nationally, and internationally.
- Performs other duties and special projects as required.
- Bachelor’s degree or equivalent education and experience.
- Minimum 3-5 year track record of progressively responsible experience in development, membership, marketing, or an analogous field.
- Experience working with donors to produce events preferred
- Skills in project management, organization, problem-solving, and communication preferred.
- Strong work ethic, evidence of good judgment, detail-oriented.
- Ability to work on multiple projects simultaneously, meet short deadlines, and work occasional evenings and weekends as required.
- Proficiency in Word, Excel, Power Point required; Raiser’s Edge preferred.
We offer a competitive, comprehensive benefits package:
- 5+ weeks of paid time off
- Paid holidays (up to 14 days)
- Medical, dental, and vision insurance
- Generous parental, caregiver, and medical leave benefits
- Competitive retirement plan (up to 9% matching contribution)
- Tuition remission and Tuition Exchange Program
- Great employee discounts
- Complimentary general admission to participating cultural institutions
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