Hybrid Donor Engagement & Events Coordinator

The Art Institute of Chicago; Chicago (IL); Hybrid; USD 63,612,000 - 79,486,000; Full time

Job summary

The Art Institute of Chicago is seeking a Donor Relations and Engagement Coordinator to support the Office of Advancement by coordinating donor, alumni, and engagement activities. You will assist with events, stewardship initiatives, and related logistics, ensuring accuracy in records and materials.

The role emphasizes collaboration, discretion, and on-site support during programs. Responsibilities include maintaining event calendars, preparing materials, coordinating vendors, and handling basic

Qualifications

• 1–2 years in administrative support, event coordination, hospitality, or related area.
• Proficient in Microsoft Office and Google Workspace.
• Willingness to work evenings and weekends for events.
• Experience in fundraising, advancement, nonprofit, higher education, arts, or cultural orgs.
• Experience using a donor database/CRM system.
• Strong organizational and time-management skills, detail-oriented.

Responsibilities

• Coordinate logistical arrangements for donor, alumni, and institutional events (room reservations, catering, campus submissions).
• Maintain event calendars, timelines, and tracking documents.
• Track registrations, RSVPs, guest lists, attendance, and participation info.
• Prepare event materials (invitations, name tags, signage, programs).
• Research vendors, estimate costs, and coordinate services.
• Provide onsite support for event setup, registration, execution, and breakdown.
• Respond to event-related inquiries and communicate logistics to guests and vendors.
• Assist with invoice processing, purchasing docs, and basic budget tracking.

Skills

Administrative support

Event coordination

Microsoft Office

Google Workspace

Communication skills

Multitasking

Interpersonal skills

Discretion with confidential data

Tools

CRM systems

Job description

The Art Institute of Chicago is seeking a Donor Relations and Engagement Coordinator to support the Office of Advancement by coordinating donor, alumni, and engagement activities. You will assist with events, stewardship initiatives, and related logistics, ensuring accuracy in records and materials.

The role emphasizes collaboration, discretion, and on-site support during programs. Responsibilities include maintaining event calendars, preparing materials, coordinating vendors, and handling basic