This position is 100% on-site.

Overview: The Public Affairs & Art Programs Coordinator turns priorities set by the Director of Public Affairs and member committees into organized programs, events, communications, records, and follow-through. The role focuses on administration, project management, event coordination, documentation, and execution.

Primary Allocation of Responsibilities:

60% Public Affairs: Committee operations, Event Tracker, programs, meetings, communications, records, budgets and follow-through
20% Art Programs & Collections: Collection administration, TMS/eMuseum support, Third Floor Gallery operations, exhibitions, art events and documentation
20% Member Events: Eventbrite, guest experience, cross-department event execution, relationship cultivation and prospective-member engagement

Essential Functions:

1. Committee Operations

Supports the Director of Public Affairs and PAC and Art committee leaders in carrying approved priorities forward.
Coordinates committee and subcommittee meetings, including calendars, rooms, notices, agendas, materials, attendance, minutes, decisions, action items, and follow-up.
Maintains rosters, official records, historical documents, resolutions, approvals, and committee communications.
Uses approved recording, transcription, Copilot, and AI-assisted workflows to prepare accurate meeting documentation for review.
Research Public Affairs and Art topics, speakers, artists, and works; prepares materials and descriptions; and updates approved records.

2. Event Management

Coordinates PAC and Art programs, civic observances, receptions, gallery events, exhibitions, and other assigned activities from planning through follow-up.
Develops timelines, task lists, budgets, registration plans, run-of-show materials, participant requirements, and responsibility assignments.
Coordinates room reservations, setup, food and beverage, audiovisual needs, signage, registration, access, and other details with Club departments.
Manages Eventbrite, guest lists, event communications, schedules, biographies, photographs, presentation materials, arrival details, and hospitality.
Provides on-site support, resolves operational issues, and documents attendance, outcomes, outstanding items, and lessons learned.

3. Member, Guest, and Partner Engagement

Cultivates professional relationships with members, guests, partners, speakers, artists, and prospective members; coordinates approved participation and maintains accurate records.
Provides timely, welcoming communications and ensures programs reflect the Club’s standards for hospitality, professionalism, and member experience.

4. Art Programs, Gallery, and Collection Administration

Coordinates the Collection Management Committee audit; reconciles physical works with TMS and eMuseum records; identifies gaps; and tracks completion.
Enters approved TMS corrections and updates, documents procedures, and assists with eMuseum enhancements.
Maintains artwork and space lists, prepares committee materials, coordinates approved artwork moves, and documents completion.
Tracks loans, acquisitions, and deaccessions; prepares review files and correspondence; and maintains records and system updates.
Manages Third Floor Gallery administration, including artist files, contracts, W-9s, calendars, catalog materials, communications, installation logistics, sales, payments, and artwork pickup.
Maintains the Distinguished Artist roster, profiles, engagement history, invitations, opportunities, and follow-up.

5. Financial, Records, and Administrative Management

Tracks budgets, expenses, invoices, payments, sales activity, and supporting documentation.
Maintains organized files, calendars, databases, contacts, templates, procedures, deadlines, and completion records.
Uses reporting tools to reconcile information, identify gaps, document approvals, report status, and preserve institutional knowledge.

6. Technology and AI Enablement of Event and Committee Process

Uses Microsoft 365, Copilot, Eventbrite, PAC Tracker, databases, spreadsheets, shared files, and other approved systems to manage work and records.
Uses AI-assisted tools responsibly and improves repetitive work through templates, automation, documented processes, and human review.

Required Qualifications and Skills:

Relevant professional experience, education, training, or an equivalent combination; a bachelor’s degree is not required.
Experience coordinating programs, events, projects, committees, executive activities, membership activities, or comparable operations.
Ability to manage concurrent calendars, deadlines, projects, budgets, expenses, invoices, and records with accuracy and follow-through.
Proficiency with Microsoft 365, Copilot, spreadsheets, databases, registration platforms, digital files, and project-tracking systems; willingness to learn new technology.
Excellent communication, judgment, discretion, organization, attention to detail, and professional presence.
Energy, initiative, hospitality, and a composed, solutions-oriented approach when priorities change.
Ability to collaborate with volunteer leaders and staff across Club departments.

Preferred Experience:

Coordinator or project-management experience in a membership organization, professional association, chamber of commerce, nonprofit, university or alumni office, private club, event environment, museum, or comparable organization.
Experience with registration platforms, committee administration, meeting documentation, financial tracking, and cross-functional event coordination.
Interest in public affairs, civic or community engagement, cultural programming, membership organizations, or nonprofit administration.

Work Environment, Schedule, and Scope:

This full-time, member-facing position is on-site; telework is not available.
Occasional evening hours are required for assigned programs, exhibitions, receptions, and special events.
This position does not supervise interns or other employees.
Member committees and chairs provide authorized strategic or curatorial direction; the coordinator executes approved decisions.

Union League Club of Chicago

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Public Affairs & Art Programs Coordinator