Summary:
The Account Executive, Private Events position is responsible for the booking and coordination all aspects of the private events taking place in the Enterprise Center and Stifel Theatre including all event related activities key to the booking and operation of the facility including but not limited to event booking, lead generation, contract negotiation/management, vendor coordination, labor management, collection and distribution of event information from event representatives/planners, billing preparation/support, customer service representation to our guests and logistics of departmental activities relating to events.
Essential Duties and Responsibilities include the following. Other duties may be assigned:
• Develop and execute strategies to market the facilities for private event functions.
• Perform outbound sales initiatives and develop sales related promotional events to foster new private event business.
• Attend relevant convention/meeting/wedding/gala networking events.
• Identify potential opportunities to curate new gala events and find possible non-profit partnerships to be the recipient of gala proceeds.
• Conduct client meetings, tours and prepare and manage event budgets as well as develop sales proposals.
• Negotiate rental contracts, issue contracts and track deposits and other relevant deliverable contract terms.
• Work directly with in-house catering team to develop sales proposals for clients for F/B items.
• Provide periodic updates on sales activities as requested to include confirmed vs potential business as well as tracking lost business.
• Work with event planners to facilitate client needs for each event and provide cost estimates as required/requested
• Meet with internal departments to facilitate their use of the facilities and service their needs for each event and provide cost estimates as required/requested.
• Coordinates all vendors needed for each engagement including catering, sound/lighting, labor, decorating and other services.
• Advance each show/event with appropriate event representative(s) in a timely fashion
• Develop accurate event seating/room configuration and ensure that event set-ups are accurate.
• Communicates in a timely manner with each Department Head regarding specific needs and information for each event.
• Prepares and distributes Event Data Sheet to all staff and Departments in a timely manner.
• Preparation of and submission of expenses for event settlement. Attend settlement if required.
• Prepares post event report for all events coordinated.
• Serves as Manager on Duty for private events booked and coordinate with the Event Services department any additional event support needs.
• Executes other operational duties as assigned.
Skills Required:
• Prior skill working with venue booking software is preferred.
• Ability to negotiate rental terms that are beneficial for the company.
• Familiarity with catering sales and service.
• Work independently, exercising judgment and initiative with minimal supervision.
• Maintain an effective working relationship with employees and others encountered through the course of employment.
• Work effectively under pressure and/or stringent schedule and produce accurate results in a fast-paced environment.
• Organize and prioritize work to meet deadlines. Remain flexible and adjust to situations as they occur.
• Follow oral and written instructions and communicate effectively with others in both oral and written form.
QUALIFICATIONS:
• 4-year degree from a college or university
• Two-years of experience at same or similar position in private event spaces, non-traditional event spaces/attractions, convention centers, arenas, stadiums, theaters or hotels.
• Ability to work flexible and sometimes demanding schedules (including nights, weekends, holidays and extended hours)
• Experience with Microsoft Office products, CAD and Event management software preferred
INTELLECTUAL/SOCIAL, PHYSICAL DEMANDS AND WORK ENVIRONMENT:
The intellectual/social, physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Intellectual/Social demands:
• While performing duties of this job, the employee is continuously asked to multi-task under time constraints and with moderate to high pressure situations. Position requires constant attention to precise details and accuracy of specified standards including following simple to complex (more than 3 steps) instructions, and concentration which frequently extends beyond 30 minutes at a time. Employees in this role will occasionally be in leadership role; this requires directing others either verbally or in writing to complete tasks in prescribed time frame. This position also requires frequent use of interpersonal skills including ability to direct/motivate/inform staff and foster collaboration, greeting and directing clients verbally and in writing. Employee must be able to recognize and resolve conflicts and be able to openly communicate in writing and verbally with clients and determine an optimal solution to their concern. Employee will frequently communicate via telephone, email, video meetings and in-person with others and exchange accurate information. This position requires employee to frequently work both independently and as part of a team.
Physical demands:
• While performing the duties of this job, the employee will frequently operate a computer and other office devices such as computer equipment and software. Employee will also frequently move about inside and outside facility in various areas before/during/after events while directing clients/groups to desired locations. Employee must constantly communicate via radio, telephone, computer/email and in-person with others and exchange accurate information. Employee may occasionally be required due to business demands and event operations to lift and/or move up to 25 pounds. Employee will be expected to work extended hours including evenings, holidays and weekends while executing events.
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, sex, sexual orientation, age, disability, gender identity, marital or veteran status, or any other protected class.
