DESCRIPTION

POSITION SUMMARY

The Special Events Assistant is responsible for overseeing tasks related to the event planning process and guests’ experiences. Their responsibilities include entering leads into the system, sending promotional materials, assisting guests with activities, placing vendor orders, ordering supplies and decorations, setting up accounts, generating event orders, billing, sending thank you letters.

ESSENTIAL FUNCTIONS

·         Answering guests’ inquiries and sending promotional materials.

·         Assist guests in experiences at the Inn to enhance their stay.

·         Responsible for third party management of delivery vehicles, tents, photographers, officiant, and transportation services to ensure seamless presentation and positive experience.

·         Generate all correspondence to clients, including proposal letters, and thank-you letters.

·         Coordinate invitations, reservations, and billing of events.

·         Maintain records on event activities, progress, status, and post event summary.

·         Update Event Reports on a monthly/weekly/daily basis, as progress and commitments are made.

·         Work with Event Coordinator and Event Director to determine weekly meeting schedule and necessary meeting recaps

·         Maintain records on event activities, progress, status, and post event summary.

·         Monitor event orders to ensure details, ordering and reservations are handled as planned.

·         Coordinate with other departments to ensure proper set up and proper clean up.

·         Negotiate and contract with vendors for a variety of goods and services related to special events.

·         Monitor delivery of goods and services to ensure contract terms are satisfied.

·         Work in front of house during the execution of events

·         Perform other related duties as assigned or requested by clients.

QUALIFICATIONS

Required

·         Minimum of two years hospitality or related work experience.

·         Warm engaging personality; good people skills.

·         Experience in administration and office management.

·         Strong communication skills – written and verbal.

·         Ability to multi-task, remain calm and work under pressure in a fast-paced environment.

·         Strong computer skills and proficiency in word processing, database management, spreadsheet applications, excel and Microsoft word.

·         Attention to details and good problem-solving skills.

·         Strong initiative and customer service orientation; volunteer management skills an asset

·         Strong interpersonal skills and ability to deal with a diverse type of people.

·         Excellent organizational, project management, time management skills and ability to cope with limited resources, seize opportunities and think creatively.

·         Ability to work effectively as part of a team and take initiatives when the need arises.

·         Demonstrated consistent high energy level and flexibility, pleasant persona coupled with sound judgment; flexible, discreet, and ability to maintain confidential information; knowledge of correct protocol for specific situations.

Desirable

·         A hospitality management degree is preferred but not necessary.

·         A degree in marketing, advertising, psychology/sociology or business management or any other relevant field or its equivalent.

PHYSICAL DEMANDS

·         Must be able to lift 30+ lbs.

·         Able to stand, bend and walk for long periods of time.

·         Frequent or occasional need to perform the following physical activities: reaching, bending, pushing, pulling, twisting, lifting and climbing.

DESCRIPTION

POSITION SUMMARY

The Special Events Assistant is responsible for overseeing tasks related to the event planning process and guests’ experiences. Their responsibilities include entering leads into the system, sending promotional materials, assisting guests with activities, placing vendor orders, ordering supplies and decorations, setting up accounts, generating event orders, billing, sending thank you letters.

ESSENTIAL FUNCTIONS

·         Answering guests’ inquiries and sending promotional materials.

·         Assist guests in experiences at the Inn to enhance their stay.

·         Responsible for third party management of delivery vehicles, tents, photographers, officiant, and transportation services to ensure seamless presentation and positive experience.

·         Generate all correspondence to clients, including proposal letters, and thank-you letters.

·         Coordinate invitations, reservations, and billing of events.

·         Maintain records on event activities, progress, status, and post event summary.

·         Update Event Reports on a monthly/weekly/daily basis, as progress and commitments are made.

·         Work with Event Coordinator and Event Director to determine weekly meeting schedule and necessary meeting recaps

·         Maintain records on event activities, progress, status, and post event summary.

·         Monitor event orders to ensure details, ordering and reservations are handled as planned.

·         Coordinate with other departments to ensure proper set up and proper clean up.

·         Negotiate and contract with vendors for a variety of goods and services related to special events.

·         Monitor delivery of goods and services to ensure contract terms are satisfied.

·         Work in front of house during the execution of events

·         Perform other related duties as assigned or requested by clients.

QUALIFICATIONS

Required

·         Minimum of two years hospitality or related work experience.

·         Warm engaging personality; good people skills.

·         Experience in administration and office management.

·         Strong communication skills – written and verbal.

·         Ability to multi-task, remain calm and work under pressure in a fast-paced environment.

·         Strong computer skills and proficiency in word processing, database management, spreadsheet applications, excel and Microsoft word.

·         Attention to details and good problem-solving skills.

·         Strong initiative and customer service orientation; volunteer management skills an asset

·         Strong interpersonal skills and ability to deal with a diverse type of people.

·         Excellent organizational, project management, time management skills and ability to cope with limited resources, seize opportunities and think creatively.

·         Ability to work effectively as part of a team and take initiatives when the need arises.

·         Demonstrated consistent high energy level and flexibility, pleasant persona coupled with sound judgment; flexible, discreet, and ability to maintain confidential information; knowledge of correct protocol for specific situations.

Desirable

·         A hospitality management degree is preferred but not necessary.

·         A degree in marketing, advertising, psychology/sociology or business management or any other relevant field or its equivalent.

PHYSICAL DEMANDS

·         Must be able to lift 30+ lbs.

·         Able to stand, bend and walk for long periods of time.

·         Frequent or occasional need to perform the following physical activities: reaching, bending, pushing, pulling, twisting, lifting and climbing.