POSITION SUMMARY:

Daniel Stowe Botanical Garden is a top event venue in the Charlotte region with a tremendous growth opportunity for corporate retreats and events and presents numerous Garden Events and Fundraising Events that are sponsored by corporations. Reporting to the Director of Events, this position is primarily responsible for supporting Private Events sales, including weddings and social events, and planning and overseeing Garden Events.

 

This position will have target sales goals and will be responsible for developing the client contacts to meet those goals. A very diverse position, the Events and Sales Coordinator must have excellent sales skills and use other sales techniques to maximize overall opportunity for the Garden.

 

This position is a full-time position and can range from 32 to 40 hours of work/week. This hourly position will be scheduled primarily Monday-Friday with some evening and weekend hours to serve as the on-site “House Manager” for events.

 

RESPONSIBILITIES/DUTIES/TASKS:

• Support all aspects of private events including site visits, bookings, event set-up in Altru, event communication and on-site event management.
• Support all aspects of Garden Events, especially planning and vendor coordination as well as on site management.
• Ensure all events, payments, resources and other information are properly tracked and entered into the Altru database: set-up events; enter and manage revenue tracking and billing; maintain established reports to track and measure success. Send clients balance payment reminders and reconcile financials at the end of the month
• Ensure all events related information is up to date; Send clients Final Event Agenda 60 days prior to event date; Keep hard files and Altru updated with all event details. Create event floor plans and staffing task schedule as needed.
• Provide internal communications and support for the event; communicate and coordinate with appropriate staff; attend weekly Operations meeting and share event details. Maintain proactive communications with events staff, education, facilities and guest services to ensure the event’s success.
• Ensure seamless communication for the client from beginning to end of the relationship and make sure all staff and volunteer hosts as well as internal support staff have necessary information; attend weekly operations team meeting as a platform for communication event details.
• Provide the highest quality of customer service by supplying support and decisions on requests or conflicts that arise during the event.
• Ensure the delivery of the overall events program meets the needs of clients and prospective clients and maximizes the opportunities at the Garden.
• Perform duties as on-site “House Manager” for public and private events. Coordinate vendor arrangements to meet client and Garden needs. Assist with “day of” details- coordinating set up, traffic, time-line, food service, decorations, and clean up. Serve as Garden representative for evening events following established closing procedures.
• Ensure that clients and all vendors follow the Garden’s policies and procedures.

 

As an employee representing Daniel Stowe Botanical Garden, the individual selected for this position will be expected to make a commitment to providing the highest quality of customer service to the Garden’s internal and external customers in every interaction. This position is critical in providing support for a number of internal and external customers and is expected to maintain confidentiality of institutional information particularly relevant to the budget.

  
 
Qualifications:
Minimum of associate degree in related field and at least one year of relevant experience with some event planning/management experience.   Bachelor degree in Events, Hospitality or Marketing and 2+ years in nonprofit or special events experience would be ideal.   
 
Other Requirements:

• Advanced computer skills, including management databases and basic design and presentation programs.
• Excellent interpersonal, communication and negotiation skills.
• Excellent project management, organizational skills, and ability to work within multiple timelines / deadlines.
• Ability to work in a fast-paced, change oriented environment.
• Must be willing to serve all of our guests equally regardless of their race, color, religion, national origin, age, gender, marital status, disability, veteran status, genetic information, gender identity and/or sexual orientation. 
• Willingness to work evenings, weekends and outside as needed to meet the Garden’s business needs.
• Must be comfortable closing the Garden after late night events.  
• Willingness to perform other duties, as assigned.

Physical Requirements: 
Listed below is the frequency of each physical activity required in the performance of the essential functions of this job.

 

  
Benefits include: 

• Access to group insurance 
• Paid time off
• 403(b) plan
• Garden membership
• Garden programs, store and venue discount