Manager of Community Outreach and Special Events

Submitted by ELMART on Mon, 07/16/2018 - 5:41am

Manager of Community Outreach and Special Events


15-20 hours / week

Hourly, with additional event commission

The Manager of Community Outreach and Special Events is responsible for promoting the Elmhurst Art Museum as a community anchor through a variety of internal events, as well as a site for special event rentals. This individual will oversee the development and implementation of community-based events (internal and with local non-profit groups), both on- and off-site.

The Manager works closely with community partners to create events and programs at the museum aligned with institutional objectives. These events could be for families, citizens of the western Chicago suburbs, local artists, or other specific groups. The Manager will be an internal and external spokesperson for the Museum’s programming, articulating the vision and purpose of community partnerships.

A focus of the job will be the museum’s annual Soiree, a major fundraiser for the museum.

The Manager will work with key volunteers that include the event producer, the Soiree committee, and members of the museum’s board with the goal of raising money at a successfully executed event.


1.     Works with staff to coordinate all internal events, consistent with the goals of the museum. Serve as the lead at these events, including exhibition openings, special membership events, community-oriented partnerships, and fundraisers.

2.     Serves as the lead for the annual Soiree event, including the auction elements, décor, after party, and numerous vendors.

3.     Earns commission on new external event rentals, including corporate events and weddings. Oversees the production of internal marketing for these rentals.

4.     Monitors and updates the Events Calendar for revenue as well as coordination with the museum’s internal calendar. Keeps others up-to-date at biweekly staff meetings, and works on any special arrangements for exhibits, etc. Provides goals and follow-up reports about each event to share with museum leadership and staff.

5.     Is responsible for creating and monitoring event rental contracts and payment schedules for all renters, vendors, and consultants.

6.     Works directly with caterers and other vendors, to maintain the highest quality at the museum, while overseeing their use of museum facilities and galleries.

7.     Works with the Executive Director on sponsors and other special event partnerships.

8.     Meets with local community groups to exchange calendar information, invite collaboration, and find ways to integrate the museum into the fabric of the community.

9.     Represents the museum at industry events and conventions, helping to promote the museum as a premier venue.

10.  This list is not exhaustive and may be supplemented as necessary. The Manager will perform related duties as assigned.

Skills & Qualifications: 

Minimum Qualifications:

Education: Bachelor’s degree in business, marketing, or a related field.

Experience: 5-7 years of responsible experience in facility rentals, planning and execution of special events, or an equivalent experience. Museum experience and knowledge is a plus.

Skills and Abilities:

Ability to consistently meet established revenue sales goals.

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

Demonstrated ability to work independently and exercise sound judgment.

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 museum events run smoothly.

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

Excellent oral and written communication skills.

Ability to work and interact tactfully and effectively with representatives of various organizations, the public, and museum staff under extreme pressure, balancing competing needs and timeframes.

Must be willing to work flexible evening and weekend hours.

Contact Information
Contact Name: 
Att: John McKinnon
Contact Phone Number: 
No phone calls please.