Group Services Assistant

About the role

We are seeking a Group Services Assistant to join our dynamic team at Petersen Automotive Museum. This role involves leading management and conversion of event and group tour inquiries, stakeholder and vendor collaboration, sales reporting and administration, operations and financial coordination, team alignment and communication, and client experience and venue tours.

Responsibilities

• Respond to, qualify, and distribute incoming event and group tour inquiries via online forms, phone, and email, monitoring lead progression to maximize booking opportunities.
• Build and maintain strong, collaborative relationships with internal departments, external vendors, and clients to ensure seamless communication and flawless event execution.
• Prepare weekly sales reports, manage schedules, and maintain the CRM client database with high accuracy to track team performance and pipeline health.
• Process payments and manage event files diligently, ensuring a smooth handoff and clear communication from the sales phase to the onsite operations teams.
• Active participant in weekly sales and operations meetings, responsible for recording and distributing precise minutes to keep all stakeholders aligned.
• Carefully coordinate group visits with admissions and education teams, and conduct tailored, engaging venue tours to showcase the space and enhance the booking process.
• Proactively support special projects, departmental initiatives, and other duties as assigned to assist the team in hitting monthly goals.

Qualifications

• 1+ years of experience in sales support, event coordination, administrative assistance, or a similar customer-facing role preferred.
• Proficiency in CRM systems (such as Copper, Shopify, and Momentus) and standard workspace tools, including Microsoft Office and Google Suite.
• Strong administrative and organization skills, with a proven ability to manage client databases, process payments, compile sales reports, and maintain complex calendars.
• Exceptional communication and interpersonal skills, with the ability to confidently conduct venue tours and build collaborative relationships with clients, vendors, and internal teams.
• A proactive, self-managed approach to problem-solving, planning, and teamwork in a dynamic, high-energy museum environment.
• Bachelor’s Degree Or Equivalent Professional Experience Required.