Events Coordinator

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

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.

• 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.

• Supplemental Information to Assist Organizations In Their Compliance with the Americans with Disabilities Act (ADA)
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• Supplemental Information to Assist Organizations in Their Compliance with the Americans with Disabilities Act (ADA)
• http:///AD

• 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

• Bachelor’s degree in hospitality, business, events management, or equivalent work experience required.

• 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.

• 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.