Event Assistant

Churchill Downs Incorporated•Oak Grove, KY

11d•Onsite

About The Position

The Event Assistant will assist the Group Sales and Event Specialist and the Manager, Sales & Race Operations, along with coordinating the day-to-day processes of the Sales and Race Department. Coordinates proposals, communicates & contracts event details and changes in programs to appropriate hotel and operating departments. Communicate with customers regarding their events, details and interest in Oak Grove Racing Gaming and Hotel. Assist with the event automation system, Delphi FDC, a hotel specific program on the Sales Force Platform.

Requirements

Excellent oral and written communication skills
Understand and represent The Company’s image and reputation both, at work and at external functions
High level of professionalism with the ability to react under pressure
Proficiency in Microsoft Office including Word, Excel, Power Point
Ability to learn Dephi 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 projects assigned while adhering to the determined deadline
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 the sales, events and financial teams
Assist with maintaining and updating Delphi FDC in merging documents including menus, pricing, reports, banquet checks, proposals, and contracts
Receives inquiry telephone calls from potential clients and supports their request with verbal and written responses
Responds via telephone and/or written communication for requests from the Oak Grove Racing Gaming and Hotel Website
Preparing turnover for the Banquet Manager and Event Supervisor
Prepares group resumes, when required, for an event or program requiring multiple departments
Coordinates and conducts property site tours, pre-con meetings, and live video overviews of the hotel and gaming facility
Communicates and recruits appropriate department personnel to meet and address customer needs during site tours
Attends BEO Meetings and Weekly Event Meetings
Maintains third party rental and service relationships for customer requesting ancillary needs
Assist with booking one day/evening programs for groups less than 40 people in the Eagle/Tango Rooms and Garrison Oak Steakhouse
Works with the Equine and Racing Manager in securing small groups for a “Day at the Races.”
Works directly with operations and the restaurant to coordinate the execution of group functions
Collaborate with their Manager, General Manager, Marketing Director, Racing Manager and F&B Director on special projects including mailings, sales blitz lists, and other sales related activities
Coordinate communication between Racing, Security, Barn Area, Track Maintenance, Mutuels, and other departments
Supports 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 to effectively communicate with prospective customers.
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 highlighting equestrian services and events.
Create Banquet Event Orders (BEOs) and detailed event documentation to ensure smooth execution of all events.