Private Events Lead & Logistics Coordinator

ADP, Inc.; Chicago (IL); On-site; USD 56,000 - 68,000; Full time

Benefits offered by this job

Healthcare plan

Flexible spending accounts (Dependent/

401(k)/403(b) Adler match

Paid time off: sick days, vacation, 4%

Job summary

The Adler Planetarium seeks an Event Planning Partner to join our dynamic team on Chicago's Museum Campus. The role supports planning, coordinating, and executing private and Adler-hosted events, ensuring seamless delivery by managing vendors and logistics.

This is a union position with Adler Planetarium Workers United, AFSCME Council 31. Key duties include translating visions into actionable event plans, vendor management, and on-site operations, with a focus on high-quality guest experiences.

Qualifications

• High School Diploma or GED.
• 2+ years of experience in event coordination and execution.
• Ability to work flexible hours, including evenings, weekends, and long shifts as required for event coordination.
• Strong organizational skills and attention to detail.
• Excellent verbal and written communication skills.
• Ability to manage multiple events simultaneously, balancing competing priorities.
• Intermediate project management skills, with experience using Google Suite.
• Strong interpersonal and customer service skills for effective collaboration with internal teams and vendors.
• Ability to maintain quality control throughout event planning and execution.
• Associate's degree or 3+ years of professional experience in event management.
• Experience working in a cultural institution or comparable setting.
• Advanced project management skills and familiarity with software like Adobe, InDesign, or Targetprocess.
• Experience developing and managing scalable event offerings.
• Strong problem-solving skills, particularly in resolving guest service or operational issues during events.

Responsibilities

• Support planning and execution of special events at Adler, including private events and Adler-hosted initiatives.
• Translate the vision of hosting departments into actionable event plans, including run-of-show and resource coordination.
• Actively managing customization of events with short planning timelines
• Managing vendor relationships to ensure contract obligations and event-specific requirements are met.
• Coordinate logistics and maintain high standards and operational norms with internal teams, including public safety, museum operations, guest services, theaters, and external vendors.
• Develop event sheets and internal communications to streamline operations and keep all teams aligned.
• Lead on-site event operations as a member of the event team, resolving guest service or safety issues as they arise.
• Assist the Event Business Manager in developing event products, such as corporate outings and public observing packages.

Skills

Event coordination experience

Excellent communication

Strong organizational skills

Project management

Flexibility in hours

Customer service

Education

High School Diploma or GED

Associate's degree (preferred)

Tools

Google Suite

Adobe

InDesign

Targetprocess

Job description

The Adler Planetarium seeks an Event Planning Partner to join our dynamic team on Chicago's Museum Campus. The role supports planning, coordinating, and executing private and Adler-hosted events, ensuring seamless delivery by managing vendors and logistics.

This is a union position with Adler Planetarium Workers United, AFSCME Council 31. Key duties include translating visions into actionable event plans, vendor management, and on-site operations, with a focus on high-quality guest experiences.