Associate, Special Events Sales
About The Position
The South Coast Botanic Garden Foundation is looking for a dynamic and customer-focused Special Events Sales Associate to support the Senior Director, Special Events, Filming and Concessions in responding to sales inquiries, coordinating site visits and optimizing sales channels to maximize facility rental revenue. In this role, you will be instrumental in delivering exceptional customer service by managing client inquiries from initial contact to completion. Your primary objective will be to help achieve departmental sales targets while fostering strong relationships with both internal teams and external clients. The ideal candidate is passionate about special events and entertainment management, thrives in a fast-paced environment and is committed to providing outstanding service. We are seeking an enthusiastic professional with a keen ability to build connections, a strong understanding of our company’s offerings and a proactive approach to driving sales success.
Requirements
- Highly self-motivated, organized and detail-oriented, with the ability to adapt to changing priorities
- Proven ability to manage multiple events, projects and tasks simultaneously while meeting deadlines and prioritizing effectively
- Strong written and verbal communication skills, including proofreading
- Exceptional interpersonal skills, both in person and over the phone, with a high level of professionalism
- Dedicated to delivering outstanding customer service, with a commitment to excellence
- Comfortable working in a fast-paced environment, maintaining flexibility, professionalism and a client-focused, positive attitude
- Availability to work weekends, some weekday evenings and select holidays as required
- Ability to maintain high standards of productivity, cooperation, attendance and efficiency
- Passionate about promoting and supporting the organization’s mission
- Adheres to established branding and communication standards
- Maintains a professional dress and appearance appropriate for a customer-facing role, following organizational guidelines
- Proficient in social networking to engage with industry-related organizations
- Comfortable with technology and learning new software, with strong proficiency in Microsoft Office Suite and Google Suite, and office equipment such as phones, calculators, copiers and printers
- Basic mathematical skills for pricing and invoicing
- Basic understanding of legal contract language
- Ability to sit or stand for extended periods
- Capability to operate Garden vehicles as needed
- Occasionally required to lift up to 20 pounds
- Bachelor’s degree in Hospitality, Event Management or a related field preferred; equivalent significant work experience will be considered
- 1-2 years of experience in special events coordination, venue sales or a related role
- 1-2 years of administrative experience, preferably in an office or event management setting
- Valid California Class C Driver License required
Nice To Haves
- Experience with Blackbaud Altru or similar CRM systems is preferred
- Familiarity with CAD layouts is a plus
Responsibilities
- Serve as the primary point of contact for venue rental inquiries, providing detailed information on availability, pricing and booking procedures
- Schedule and coordinate site visits and tours of Garden venues for potential clients
- Manage and process inquiries for Photo Passes
- Maintain and update the special events calendar to ensure accurate scheduling
- Prepare, maintain and track contracts, ensuring timely collection and processing of payments and Damage Deposit refunds
- Organize and manage event files for seamless coordination and record-keeping
- Utilize the organization’s database and other tools to track current and prospective clients
- Assist in the development and execution of work orders for event operations
- Communicate important deadlines and payment requirements with clients
- Create event-related signage for Visitor Services and Garden areas as needed
- Collaborate with internal teams and external partners to ensure smooth event execution
- Coordinate with other departments to align event logistics and operational needs
- Provide occasional support for the Event Production team
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
