Event Sales Supervisor

TITLE:                         Event Sales Supervisor

DEPARTMENT:           Guest Service

REPORTS TO:            Event Sales Manager

 

GENERAL SUMMARY:  Under the direction of the Event Sales Manager, the Event Sales Supervisor will assist with all aspects of the event sales department, with priority on the scheduling and management of all Conservatory event sales.

 

PRINCIPAL DUTIES AND RESPONSIBILITIES

• Serve as primary staff person responsible for event sales of individual spaces within or the entire Conservatory.
• Prepare and maintain overall timelines/time flows for events.
• Coordinate with caterers, rental companies, musicians, etc., prior to events to determine logistics and floor plans.
• On day of event, provide onsite event organization and oversight of clients, staff and vendors (i.e., caterers, event sales, musicians, etc.).  Coordinate cleanup and inspect spaces for damages.
• Direct part-time event sales assistants during overlapping events.
• Develop good working relationship with all departments involved in event sales and special events.
• Respond to all requests for event sales information on the phone or in writing.
• Develop good relationships with all clients.
• Schedule appointments and meet with potential clients to view available options.
• Participate in the development of short- and long-range planning for the department in accordance with the Conservatory’s goals and objectives.
• Create databases and provide administrative support for department.
• Oversee the organization and accuracy of department records.
• Responsible for assuring income reports and deposits of money received.
• Prepare appropriate acknowledgements.
• Organize data for reports.
• May assist in planning for fundraising events such as May Market, Wine Tasting, Holiday Tea, etc.
• Perform other activities and duties as requested for proper Conservatory operation.

 

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED

• Must have exceptional guest service skills and strong organizational skills.
• Excellent written and verbal communications skills.
• Considerable knowledge of computers.
• Ability to work in a fast-paced environment.
• Ability to communicate enthusiastic support of Phipps' mission.

 

WORKING CONDITIONS

• Ability to provide own transportation to perform principle responsibilities.
• Will require evening and weekend work.
• Will have occasion to work in or pass through any area of the Conservatory or growing houses.

 

MINIMUM POSITION GUIDELINES (Education, Experience and Certification)

• Associate's or bachelor's degree in business or relevant field preferred.
• Previous experience in customer service or catering supervision preferred.
• Must hold a current Pennsylvania driver's license and be insurable by the Conservatory
• Primary series of COVID vaccine is required.

 

Revisions, additions or deletions to this job description may be made at any point.

Phipps Conservatory and Botanical Gardens is and equal opportunity employer that is committed to attracting and retaining a diverse staff. We strive to create a working environment that is inclusive, equitable and welcoming as we honor employee experiences, perspectives, and unique identities.