Manager of Events and Community Outreach

Manager of Events and Community Outreach

Part-time

20-25 hours per week

Flexible schedule, including hybrid work possibilities

Includes approximately 15 weekend evenings per year

Summary

The Elmhurst Art Museum seeks an experienced Manager of Events and Community Outreach to lead its events (internal and external) and local community initiatives for people of all ages, abilities, and backgrounds. In this role, you will help finalize our 5-year strategic plan (scheduled to be finalized this fall), and then implement the resulting organizational goals to help promote the museum as a community anchor by:

• Building organizational and program partnerships in the western suburbs through arts programming

• Developing and overseeing a variety of events in the pursuit of a supportive, inclusive, and thriving community.

• Producing key museum events, such as leading the museum’s annual fall fundraiser and assisting with the Art in Wilder Park arts festival

• Earning a commission by maintaining, growing, and executing the museum’s external rental program

Details:

The creation of this instrumental position in the Fall of 2018 helped build and strengthen engagement within the western suburbs, create new community-based initiatives, and raise rental revenues. The next phase of the position will be conceptualized and realized by the new hire through their participation in our 5-year strategic plan (currently in development) as the museum emerges from the COVID-19 pandemic and a period of organizational transition. As a key voice of the organization, you would not only help finalize goals and tactics of this plan, but also realize this plan established by the staff and board with community feedback.

This position has two distinct roles: raising community engagement and managing events (internal and external).

1. In this role you would help us reach goals of becoming a more outward facing institution by engaging the local community and cultivating new audiences as a spokesperson, partner, and event producer.

2. Additionally, managing events on site brings people together and reinforces the museum as a community anchor. This involves producing internal events around programmatic, fundraising, or other goals as well as external event rentals for special life events (weddings, corporate, parties, and other celebrations).

Each year two key internal events will be a focus:

1. The Manager of Community Outreach and Events leads the museum’s annual fall Soiree, which generates 15% of the annual budget. This major fundraiser is held each year for approximately 200 donors, including cocktails, dinner, entertainment, and auction. In the months prior to the event, you will work with key stakeholders such as the Soiree committee, other staff members, and numerous vendors to achieve the goal of raising money at a fun and successful event.

2. You will assist the production of Art in Wilder Park, a two-day arts festival that draws 8,000+ visitors per year. This role provides coordination of the outdoor festival with over 100 exhibitors, including artists, sponsors, and community partners.

Principal Responsibilities

Internal Coordination

• Coordinate with internal staff, external partners, the Elmhurst Artists’ Guild, and others to monitor and update the museum’s Events Calendar. Work on any special arrangements needed around museum hours and other events. Work with staff and external partners to publish Events Calendar before any print deadlines.

• Provide goals and follow-up reports on each event to share with museum leadership and staff.

Community Outreach

• Meet with local community groups to exchange calendar information, invite collaboration, and integrate the museum into the fabric of the community

• Work with partners to create and execute programs in the pursuit of a supportive, inclusive, and thriving community. Examples include, but are not limited to, organizing the museum’s participation in local parades, festivals, and other events; or arranging art projects with neighboring organizations such as senior centers, equity groups, libraries, etc.

• Act as a museum representative at local community events, articulating the vision and purpose of community partnerships.

Event Planning (internal & external)

• Work with staff and external vendors to coordinate internal events consistent with the goals and vision of the museum. Serve as the lead at these events, including exhibition openings, community-orientated partnerships, and fundraisers. Assist as needed on events for members, sponsors, and other partners.

• Maintain, grow, and execute the museum’s external rental program for corporate events, weddings, and other celebrations. Work directly with the rental parties, caterers, and other vendors to create quality experiences and memorable events, while overseeing their use of the museum’s facilities and galleries.

Budgets and Record Keeping

• Maintain and create any forms such as pricing guides, rental agreements, and payment schedules for renters, vendors, and consultants.

• Develop and administer budget and financial commitments for all events

• Collect photos, success stories, surveys, evaluation data, project documentation, and other participation data for impact reports and success evaluations

Compensation

$21 - $23 Hourly, plus up to $4,000 commission annually

Flexible schedule, including hybrid work possibilities

Qualifications

• 5 years of applicable experience in event planning and management strongly preferred

• Strong organizational skills, with the ability to multi-task and adapt quickly during events

• Excellent written and oral communication, intrapersonal, collaborative, and organizational skills

• Museum experience and knowledge is a plus

• Bachelor’s degree in business, marketing, or a related field

• Ability to consistently meet established revenue sales goals

• Provide track record supporting diverse constituencies and leading large and small-scale events.

• Ability to provide creative solutions and utilize diplomatic skills with minimal supervision

• Ability to be an enthusiastic spokesperson that fosters teamwork. Ability to work cooperatively with others to set goals, resolve problems, and make decisions to ensure events run smoothly

• Ability to set priorities, develop task schedules, and monitor progress towards revenue goals

• Skill and willingness to take initiatives to proactively anticipate event needs

• Ability to work and interact tactfully and effectively with representatives of various

• organizations, the public, and museum staff under pressure

• Must be willing to work flexible evening and weekend hours

• Must be able to stand for extended periods, and lift objects up to 35lbs for event setup/breakdown

How to Apply

To apply send cover letter and resume to employment@elmhurstartmuseum.org

We recognize that it is highly unlikely that someone meets 100% of the qualifications for any role. If most of this job description describes you, then please apply.

The Elmhurst Art Museum is an equal opportunity employer. The Elmhurst Art Museum is an arts complex with three distinct areas of focus. A balance of art, education, and architecture programming is central to our efforts of inspiring and enriching our community. We strive to hold public art events, as well as educational hands-on activities, related to rotating contemporary art exhibitions and the celebration of the McCormick house, a rare single-family home designed by Mies van der Rohe. The Elmhurst Art Museum is located in Elmhurst (IL), 25 minutes from downtown Chicago by public transportation (Metra)