What are the responsibilities and job description for the Group Sales Event Assistant position at Toledo Zoo?
Group Sales Event Assistant
GENERAL STATEMENT OF JOB
The Group Sales Event Assistant is responsible for managing events and assisting with event details which includes sales walks, final walks, rehearsals and day of coordination. Other duties include talking to internal and external clients via phone and email. This position will require a flexible schedule with night and weekends. This position reports to the Assistant Director of Group Sales.
SPECIFIC DUTIES AND RESPONSIBILITIES
ESSENTIAL JOB FUNCTIONS
- Provide day-of facility coordination for the following group sales events – weddings, proms, private events, holiday parties, revenue generating events, etc.
- Conducts a sales walk through of all the rental facilities with potential clients and an event walk through with clients before functions
- Conduct final detail meetings with wedding and event clients which will include final counts, food options, upselling extra activities or event upgrades such as face painting, animal demos, caricature artists, outside entertainment, and orders group event signage for event sites and arranges for any audio-visual needs at the event.
- Coordinates and plans catering events to include: assisting clients with site selections, menu selections, times and details of the event and bar service information. Also drafts contracts, calculates deposit amounts, records receiving deposits and communicates all information to the Catering and Production departments.
- Collaborate with Development on event needs, planning menus, set-up and execution as needed.
- Act as a liaison between the client and catering department staff
- Operates CaterMate, a computer program for catered events.
- Receives, reviews, prepares, and/or submits various reports and records including payments, forecasting various publications, purchase requests, ticket records, and general office correspondence.
- Utilizes various types of equipment and machinery including, computer, printer, copier, fax machine, calculator, audio visual equipment and general office supplies.
ADDITIONAL JOB FUNCTIONS
- Respond to telephone calls: determine the needs of the caller and take qualifying event inquires
- Assists in maintaining the Zoo master calendar of events for all catered events, donor events, meetings, concerts, in-house and revenue generating events, also maintain group sales booking calendar for sales team
- Coordinate availability of all event spaces on Zoo grounds for internal client’s bookings and coordinate all hospitality needs
MINIMUM TRAINING AND EXPERIENCE
Bachelor's degree in marketing or related field and one to two years of experience in group sales and marketing or any equivalent combination of education and experience. Previous supervisory experience is preferred.