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Form of workJob Description
Position Title: Sales Coordinator
Reports to: Chief Development and External Affairs Officer + Event Services Manager
Department: Development + External Affairs
Updated: October 2023
Job Purpose:
Reports to: Chief Development and External Affairs Officer + Event Services Manager
Department: Development + External Affairs
Updated: October 2023
Job Purpose:
This position is responsible for the sales of external events (facility rentals) within the Museum’s Event Services program. The position will be responsible for achieving the revenue targets for the program – including generating new sales and enhancing client relationships of existing clients. In addition, this position will create and maintain a digital presence via social media and event websites, engage in new vendor relationships/keep current with existing preferred relationships, participate in networking events, in-person meeting withs clients, and manage co-marketing opportunities. The Sales Coordinator will work very closely with the Museum’s external catering operator (Constellation Culinary) to ensure facility rental clients’ catering needs are met.
The Sales Coordinator position will be a member of the Event Services team within the Museum’s Development and External Affairs department. The Event Services team includes an Event Manager and two Event Coordinators. The position will report to the Event Services Manager and Chief Development and External Affairs Officer initially.
Essential Duties and Responsibilities:
Essential Duties and Responsibilities:
Responsibilities include, but are not limited to:
- Responsible for the sales of external events (facility rentals) and meeting annual goals for the Event Services program
- Serve in a sales capacity to develop new facility rental business, attend industry events, outreach to potential corporate clients, and interface with the convention and visitors bureau
- Execute initiatives to increase Event Services business; Develop an annual marketing plan for facility rentals in conjunction with internal Museum staff from Development and Communications, as well as with the Museum caterer; Implement all marketing activities and monitor effectiveness of initiatives and update as required
- Maintain Event Services files and develop response protocol for all incoming facility rental inquiries
- Execute all sales contracts with external clients
- Develop relationships with vendor community; coordinate and manage contracts with other key vendors including rentals, florists, and entertainment
- Serve as liaison with Museum external catering operator; meet regularly with Director of Catering Sales to plan and review operational items pertaining to facility rental program including, but not limited to, special initiatives and financial results.
- Attend event services events and work with supporting Event Coordinators and internal operational team members to ensure event success
- Prepare and monitor expense and revenue budget for Event Services program, and review financials with CDEAO and CFO monthly
- Develop and execute quarterly social media plan with Event Manager for Instagram to post, feature vendors on live interviews, establish reels, and connect with new clients/ vendors
- Analyze business inquiries, sales, availability, and close rates to determine potential policy updates
- Support the development, implementation, and annually evaluate the operational policies and procedures manual for the Event Services program
- Ensure maintenance of up-to-date information on corporate and facility rental prospects in the Altru database
- Maintain event schedule on master Museum Calendar
- Support key Special Events (internal events), such as the major Museum fundraisers (Gala and ArtBeat), and other priority Development events
- Support Event Services staffing schedule developed by Event Manager; participate in events day of and provide direction for Event Coordinators assigned where needed
Qualifications:
- Three or more years of event/catering management experience
- Proven track record in event sales
- BA/ BS required
- Ability to work with trustees and major donors and the community at large
- Museum or cultural institution experience preferred, but not required
- Experience working with TripleSeat, Altru or CRM/ EMS database is a plus
- Ability to work weekend, evening and holiday hours
- Proficient in Microsoft Office
- Canva experience preferred
- Excellent written and verbal communications skills a must
- Must be able to adhere to deadlines, manage multiple projects and handle confidential information appropriately
- Attention to detail and accuracy required
Physical Requirements:
The person in this position must be able move about inside and outside the office, stand for long periods of time (up to at least 4 hours), ability to access and operate computer and other office equipment; and ability to lift, move or carry up to twenty- five (25) pounds.
Note: Nothing in this job description restricts management’s rights to assign or reassign duties and responsibilities to this job at any time.
