Event Venue and Group Sales Coordinator

About the Role

The Cleveland Museum of Natural History seeks a Part-Time Event Venue & Group Sales Coordinator to join our team. This entry to mid-level position in Event Management and Sales focuses on scheduling, planning, and executing private events from start to finish.

Responsibilities

• Event Coordination
  • Act as the primary museum contact for assigned events, serving as the point-of-contact throughout the event, including set-up and breakdown.
  • Coordinate with outside contractors and internal departments while ensuring the protection of Museum exhibits and displays.
  • Ensure the operational needs of clients are met by mobilizing necessary internal resources for set-up, operation, and close-out of assigned events.
  • Work proactively with the on-site caterer to provide seamless execution and ensure contractual obligations are met.
  • Inspect rental space and audio-visual equipment to ensure readiness for designated event/program days.
  • Assist and coordinate with the museum's IT/Tech department to maintain equipment and report any issues.
  • Advise clients on operational procedures, policies, rules, and regulations of the museum as they relate to their event.
• Event Administration
  • Maintain documentation of all contracts and correspondence related to accounts.
  • Maintain the event and group sales database, including preparing, reviewing, and completing final payments and invoicing.
  • Create and maintain drawings and set-up forms for internal and private events.
  • Prepare post-event evaluations and update all pertinent information into computer databases/files.
  • Work collaboratively with other departments and coordinate details for museum events as assigned.
  • Build and maintain relationships with high-level individuals and organizations.

Requirements

• Associate's degree or three to five years of related experience and/or training.
• A minimum of two years' experience in a highly visible customer service-related position, preferably front-line hospitality experience or significant contact with customers or visitors.
• Proficient knowledge of Microsoft Office products including Word, Excel, and PowerPoint.
• Experience working with CRM databases, Cvent SocialTables, and Altru by Blackbaud is helpful.

Skills

• Excellent problem-solving and decision-making skills.
• Excellent written and verbal communication skills.
• Pleasant demeanor, positive attitude, and comfort interacting with internal and external clients.
• Strong attention to detail and organization.
• Ability to work under limited supervision and in a team environment, initiating collaboration and resolving conflicts.
• Professional and resourceful style with a willingness to learn, take initiative, and manage multiple tasks.
• Ability to work evenings and weekends as part of the normal work schedule.
• Enthusiastic ambassador of the Museum, keeping abreast of new exhibits, museum-wide programs, and maintaining a scientific curiosity about the natural world.