STAFF ASST

BID/JOB ANNOUNCEMENT

Staff Assistant

Chicago Public Library

Corporate and Private Events

Number of Positions: 1

(Additional vacancies possible pending budget approval)

Starting Salary starts at $68,616

This position is open to the public and all current City employees covered under the City's collective bargaining agreement with AMERICAN FEDERATION OF STATE, COUNTY, AND MUNICIPAL EMPLOYEES (AFSCME) - BARGAINING UNIT 1, 3, 4 & 5. Only employees in City job titles in this bargaining unit are eligible to bid.

BID INSTRUCTIONS: Apply on the bid site: https://chicago.taleo.net/careersection/103/jobsearch.ftl?lang=en AND

1. Check the box on your profile titled "Currently employed by the City of Chicago"

2. Enter your employee ID (located on your pay stub labeled 'payee/employee number')

3. Select your correct bargaining unit

FAILURE TO FOLLOW THESE INSTRUCTIONS WILL RESULT IN A REJECTED BID APPLICATION

Applications for this position will be accepted until 11:59pm CDT on 08/04/2026

Corporate & Private Events is seeking a detail-oriented and proactive individual to join the events team as a Staff Assistant. In this role, the candidate will play a key role in coordinating large-scale events, partner-led events and initiatives, and meetings at Harold Washington Library Center, securing all necessary details from event planners, and ensuring timely submission to relevant parties. This position will be required to work events, which include evenings and weekends. Telework is not an option for this position. They will work with a variety of stakeholders, requiring excellent communication and interpersonal skills.

ESSENTIAL DUTIES

* Coordinates all event logistics by communicating with clients, planners, and partners to secure all needs for a seamless event experience.

* Manages vendor relations, ensuring all necessary documentation and permits are in place and providing clear instructions on building operations.

* Leads site visits and walkthroughs for clients, planners, partners, and key stakeholders.

* Drafts and executes event contracts.

* Drafts and executes all necessary reports to request support from security, audiovisual specialists, maintenance, engineers, and building management teams.

* Provides onsite event management, acting as the primary point of contact for clients, planners, vendors, and building management to ensure all program expectations and department policies are met.

* Utilizes event management software to maintain accurate and current events and records.

* Manages department administration, including digital and physical file management, daily correspondence, financial management, and purchasing.

* Assists with department inquiries, answering and directing incoming phone calls and emails as needed.

* Supports office projects, including but not limited to outreach, building partnerships, and future planning.

NOTE: The list of essential duties is not intended to be inclusive; there may be other duties that are essential to particular positions within the class.

Address: 400 S. State St Chicago, IL 60605

Days/Hours: 37.5 hours a week Monday-Friday 9:00am- 5:00pm

*May be required to work evenings and weekends.

THIS POSITION IS IN THE CAREER SERVICE

Minimum Qualifications

Graduation from an accredited college or university with a Bachelor's degree or higher in Business Administration, Public Administration or a related field, plus one (1) year of administrative experience

Should the above criteria not be fulfilled, the following options are acceptable:

* Five (5) years of administrative work experience

* Graduation from an accredited college with an Associate's degree in Business Administration, Public Administration or a directly related field, plus three (3) years of administrative work experience

Selection Criteria This position requires applicants to complete an interview which will include an assessment as part of the interview. The interviewed candidate(s) possessing the qualifications best suited to fulfill the responsibilities of the position, based on the interview process will be selected.

Desired Skills

* Two years of work experience in event coordination or venue/space management

* Two years of experience working with the public

For information about City of Chicago employee benefits, please click here

For information about City of Chicago salaries and job titles, please click here

Application Evaluation: Initial evaluation will be based on the information provided on the application and the documents submitted. Department of Human Resources staff will review applications after the final posting date. Staff will follow all required employment/hiring plan provisions, federal, state, and local laws, and collective bargaining agreements when applicable. Staff will apply hiring preferences as required by the municipal code. Placement on an eligibility list is not an offer or guarantee of an interview nor employment with the City of Chicago

Commitment to Diversity: To further our commitment to hiring applicants with diverse experience, the City of Chicago has adopted ordinances 2-74-020 and 2-74-075. The ordinances provide a preference to applicants who meet the minimum qualifications and who are veterans of the Armed Forces of the United States, residents of Socio-Economically Disadvantaged Areas (SEDA), and/or Chicago Public School (CPS) high school graduates. These hiring preferences do not apply to bidders. For positions covered by a collective bargaining agreement, bidders will be considered before external candidates. The learn more about our hiring processes, please click here.

ALL REFERENCES TO POLITICAL SPONSORSHIP OR RECOMMENDATION MUST BE OMITTED FROM ALL APPLICATION MATERIALS SUBMITTED FOR CITY EMPLOYMENT.

The City of Chicago in an Equal Employment Opportunity, Military Friendly, and Fair Chance Employer.

City of Chicago

Brandon Johnson, Mayor