Event Planning Partner

Event Planning Partner

Full-Time

Exempt

Union

About the Adler Planetarium

The Adler Planetarium connects people to the universe and each other. Whether introducing a guest to the Ring Nebula, a neighborhood school to a community partner, a research team to a network of citizen scientists, or one staff member to another, the Adler has focused on meaningful connections for nearly a century.

Today, the museum typically hosts close to 400,000 visitors annually and reaches millions more through youth STEAM programs, neighborhood skywatching events, online citizen science, and other outreach efforts. With Adler's support, people of all ages, backgrounds, and abilities gain the confidence to learn more about science and space discovery and explore their universe together under the sky we all share.

The Position

The Adler Planetarium seeks an Event Planning Partner to join our dynamic team on Chicago's Museum Campus. The Event Planning Partner supports planning, coordinating, and executing special events at Adler, ensuring seamless delivery by managing vendors, logistics, and on-site operations. This role collaborates with various departments to translate event visions into operational plans, maintains vendor relationships, and supports event scalability efforts while ensuring high-quality guest experiences. This is a union position with the Adler Planetarium Workers United, AFSCME Council 31. 

This individual will also be responsible for:

• Supporting the planning and execution of special events at Adler, including private events and Adler-hosted initiatives.

• Translating 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.

Work Schedule:

Varies. Mostly days from 9 am-5 pm, but will require many evenings and weekends; shifts generally last 9-13 hours and can end as late as 4 am for events. — Onsite 4 days, with Fridays from home. 

FT The Compensation & Benefits

Base Pay Range: $62,000/yr

Work-Life Balance

• 35-hour workweek

• 3 sick days as of date of hire (can accrue up to 6.5 days per year)

• 7 Adler paid holidays

• 4 Personal Holidays (Prorated for new hires starting after January 1st)

• Paid Family, Bereavement, Leave & Jury Duty

• Eligible to accrue up to 15 vacation days per year to start

• Flexible work arrangements

Competitive Health Coverage

• Medical, Dental, & Vision insurance

• Healthcare, Dependent Care & Commuter flexible spending accounts

• Adler Paid Short-Term Disability insurance

Retirement Savings Plan

• 403 (b) plan with Adler match

• Adler match is 100% vested immediately

• Eligible to enroll as of date of hire  

 Network of Support through our EAP programs

• Resources to help address emotional, legal, and financial issues

• Face-to-face, telephonic, and web-based services

• Free subscription to the Calm Premium app

  Discounted Onsite Parking

  Free Entrance to Chicago area museums and cultural institutions

The Person

The Event Planning Partner role requires 2+ years of experience coordinating and executing events, preferably within a cultural institution or comparable setting. Key qualifications include strong attention to detail, exceptional organizational skills, and the ability to manage multiple events simultaneously. The role requires excellent communication and customer service skills to collaborate effectively with vendors, internal teams, and clients. Proficiency in project management tools like Google Suite and the ability to quickly adapt to changing priorities are essential. The ideal candidate should also demonstrate creativity, problem-solving skills, and a commitment to maintaining high-quality event execution.

Required 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 tools like 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.

Preferred Qualifications: 

• 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.

The Adler Planetarium is dedicated to complying with its Equal Opportunity employer obligations. All qualified applicants will receive consideration for employment without regard to any characteristic protected by federal, state, or local law.

If you need reasonable accommodation for any part of the employment process, please email the Human Resources Department at [email protected] and let us know the nature of your request and your contact information. Accommodation requests will be considered on a case-by-case basis.