Event Specialist & Coordinator Jobs

The Chicago Academy of Sciences/Peggy Notebaert Nature Museum (CAS/PNNM) is a regional natural history museum with vibrant educational programs and exhibits, a scientific collection documenting regional species and environments, and active biological conservation and community science programs. We strive to create a positive relationship between people and nature, and we want to grow our region’s connection to the world of nature and science.

CAS/PNNM seeks an organized and detail-oriented individual to be the Event Specialist & Coordinator. This is a key role in the re-development of our event availability, as we anticipate hosting parties and celebrations as we did pre-pandemic. They will lead all steps, start to finish, of the event planning process, for anything like birthdays, graduation parties, work events, weddings, and more. The Event Specialist & Coordinator will collaborate with guests and vendors to ensure a seamlessly planned event. Experience with the management of aquariums, zoos, museums, and/or other kinds of cultural institutions is desirable, but not essential.

Key responsibilities of the Event Specialist & Coordinator include:

• Coordinates with vendors for food, decor, dishware, etc.
• Communicates updates and processes with the guest, eliminates confusion, and ensures a clear understanding of event needs.
• Works cross-departmentally to keep the team informed of event needs
• Manages all aspects of planning and executing events for the Museum including scheduling, room set-ups, audio/visual coordination, meals, and staffing to ensure events run smoothly from beginning to end.
• Coordinates with the Museum team to ensure proper space usage, equipment usage, and staff usage
• Develops a broad network of vendors for event needs
• Manages inquiries for all events, ensuring we can accommodate

Required Qualifications

• Proven ability to manage multiple projects and meet deadlines.
• At least two years of related experience managing events and vendor relationships.
• Significant attention to detail.

Preferred Certifications (at least one):

• Certified Event Planning Specialist (CEPS)
• Certified Special Events Professional (CSEP)
• Certified Professional in Catering and Events (CPCE)