Event Assistant

Churchill Downs•Oak Grove, KY

13d•Onsite

About The Position

The Event Assistant will support the Group Sales and Event Specialist and the Manager, Sales & Race Operations, by coordinating the day-to-day processes of the Sales and Race Department. This role involves coordinating proposals, communicating event details and changes to relevant hotel and operating departments, and maintaining communication with clients regarding their events. The assistant will also help manage the event automation system, Delphi FDC, which is part of the Sales Force Platform.

Requirements

Excellent oral and written communication skills.
Ability to understand and represent The Company’s image and reputation.
High level of professionalism with the ability to react under pressure.
Proficiency in Microsoft Office including Word, Excel, Power Point.
Ability to learn Delphi FDC and manage the program at the property level as the System Administrator.
Ability to support, assist and represent the Sales Team in the absence of the Sr Sales Manager.
Successful completion of assigned projects adhering to deadlines.
Outstanding guest relations and customer service skills.
Ability to work in a fast-paced environment and interact with internal departments.
Ability to work nights, weekends & holidays in response to client demands.
Ability to be on your feet or stand for long periods of time.
Lift up to 30lbs.
Proficiency with Microsoft Office products.

Nice To Haves

Sales Force and Delphi FDC experience is preferred, but not required.
Ability to obtain a valid Kentucky Racing License.

Responsibilities

Assist with the Delphi FDC sales automation system as the Administrator for sales, events, and financial teams.
Maintain and update Delphi FDC, including merging documents such as menus, pricing, reports, banquet checks, proposals, and contracts.
Handle incoming inquiry telephone calls from potential clients and provide verbal and written responses.
Respond to requests from the Oak Grove Racing Gaming and Hotel Website via telephone and/or written communication.
Prepare turnover information for the Banquet Manager and Event Supervisor.
Prepare group resumes for events or programs requiring multiple departments.
Coordinate and conduct property site tours, pre-con meetings, and live video overviews of the hotel and gaming facility.
Communicate with and recruit appropriate department personnel to meet customer needs during site tours.
Attend BEO Meetings and Weekly Event Meetings.
Maintain third-party rental and service relationships for customers needing ancillary services.
Assist with booking one-day/evening programs for groups under 40 people in the Eagle/Tango Rooms and Garrison Oak Steakhouse.
Work with the Equine and Racing Manager to secure small groups for a “Day at the Races.”
Coordinate with operations and the restaurant to execute group functions.
Collaborate with management (Manager, General Manager, Marketing Director, Racing Manager, F&B Director) on special projects like mailings, sales blitz lists, and other sales-related activities.
Coordinate communication between Racing, Security, Barn Area, Track Maintenance, Mutuels, and other departments.
Support special racing, promotions, and community racing activities as assigned.
Assist with promoting equestrian center services, events, and facility rentals to new and existing clients.
Maintain up-to-date knowledge of pricing, packages, and service offerings.
Manage inquiries via phone, email, and in-person, ensuring timely and professional follow-up.
Assist with vendor, sponsor, and community partner relationships to enhance equestrian programming and sales opportunities.
Assist with the creation and distribution of sales materials, promotional flyers, and social media content.
Create Banquet Event Orders (BEOs) and detailed event documentation.