Hospitality Events Specialist

Minnetrista Museum & Gardens•Muncie, IN

4d•Onsite

About The Position

PURPOSE: Coordinate and execute event operations including facility rentals, signature event support, and internal functions. Ensure high-quality event experiences while maintaining efficient operational processes and strong client relationships. To be successful in this position, an individual must be aligned with Minnetrista's cultural values and visitor-centric focus. The incumbent ensures effective working relationships by cultivating and maintaining professional credibility with all staff, administration, and volunteers. The individual demonstrates maturity, sound judgment, positive attitude, and works collaboratively with peers and colleagues throughout the organization and community. Minnetrista's culture is team-oriented and collaborative. To that end, all position responsibilities include the following three performance expectations & priorities: Achieve the organization's purpose by demonstrating Minnetrista's vision, values, mission, goals, and strategies daily Help others achieve the organization's purpose through collaboration and teamwork Carry out job function through completing the following essential duties directly

Requirements

Hold an associate's degree or equivalent experience in event management, hospitality, or related field; 2+ years' experience in event coordination or client services
Be proficient with Microsoft Office Suite and event planning software
Have strong organizational and communication skills
Demonstrate excellence in customer service and client relations
Show experience with space management and event logistics

Responsibilities

Coordinate event logistics and facility rentals for private and organizational special events (external and internal clients).
Manage event setup and teardown processes, including liaising with external vendors for arrivals, drop offs, and clean-up.
Process event documentation and contracts for private event rentals.
Handle rental client communications and follow-up.
Coordinate between clients and the Hospitality team for food service needs.
Multi-task and display a strong sense of purpose and professionalism during events to set the pace for all event staff present and to ensure all needs at each event are met with efficiency and expediency.
Maintain event scheduling system and space management; be mindful of balancing internal and private event needs.
Support signature event execution, up to and including serving as part of catering and event staff at all signature events.
Assist with kitchen prep as requested, including sourcing additional product as needed. Support set up and tear down of internal and external events. Assist with kitchen clean up and organization, up to and including dishes, packing/labeling/dating product as needed.
Act as liaison for events in coordination with Hospitality Manager, including weekends and occasional holidays.
Process administrative paperwork and reports, follow SOPs for event progression as outlined by the Hospitality Manager.
Maintain professional standards during all interactions with clients and the public in general when representing Minnetrista on and off property.
Ensure consistent communication with all parties involved so each requirement is met (i.e. rentals coordination, catering, bartending, planner collaboration).
Assist with inventory management of event supplies, including linen, tents, china, glassware, and furniture rentals.
Work with Hospitality Manager to support marketing initiatives for the rental of Minnetrista spaces and Hospitality-led programming.
Track event metrics and satisfaction data with a measure for month over month and year over year comparisons.
Assist Hospitality Manager with budget tracking for events.
Assist Hospitality Manager with establishing and maintaining vendor relationships.
Assist with fostering new clients to procure new rental engagements.
Demonstrate proficiency with technology including Microsoft Office Suite and Altru (Blackbaud) or similar CRM system, among others.
Perform all other duties required.