New England Aquarium
  • Events
  • Boston, MA, USA
  • Hourly
  • Full Time Regular

With views of Boston's historic harbor and skyline, the New England Aquarium is the perfect setting for weddings and corporate and private gatherings. Our team assists clients every step of the way-from deciding which of our event spaces is ideal for the function to creating the perfect menu. The Events Office Coordinator works with our Director of Event Sales and Retail Partnerships to organize and support events and departmental operations, maintain and distribute event inquiries and event bookings and execute proposals and contracts.

New England Aquarium has implemented comprehensive safety protocols for employees and visitors to minimize the risk of COVID-19 exposure. As a member of our team, you will be provided with the training and resources needed to ensure a safe and rewarding experience. In addition, the Aquarium requires all staff to be vaccinated and boosted (when eligible) against COVID-19 unless a reasonable medical or religious accommodation is requested and approved.

SCHEDULE

This is a full-time, regular position offering a comprehensive benefits package. It is a hybrid role offering the opportunity to work remotely for up to three days each week from the following states: MA, NH, ME, RI, VT, and NY. Flexibility to adjust the schedule to assist with events and event preparations is required.

ESSENTIAL FUNCTIONS

  1. Replies to general inquiries, books site visits, and assists with the coordination of outreach/sales calls.
  2. Creates and maintains documentation of the event inquiry process: reporting, maintaining spreadsheets, and comparing current inquiries to historical data of event solicitations. Submits various weekly and monthly reports (inquiries booked events, revenue) to the Catering & Event Sales team on a timely basis.
  3. Executes proposals and contracts: creates proposals and contracts, sends invoices, and collects and processes event payments in Caterease.
  4. Does post-event follow-up: sends post-event surveys, updates post-event notes database, processes monthly wedding memberships.
  5. Books all internal events and works with necessary partners or personnel to ensure thorough execution.
  6. Assists with events marketing: maintains marketing schedule and processes advertising requests to meet deadlines: reviews existing websites for event content and updates as needed; and assists with images' review.
  7. Attends Events and Catering meetings to recap existing activities and reports on inquiries, events, and booking numbers.
  8. Works seamlessly with the Catering, Reservations, Simons Theatre, and Visitor Experience departments to ensure the highest level of customer service and satisfaction.
  9. Assists with organizing events in the Simons Theatre.
  10. Occasionally performs some site tours/visits if necessary in absence of the Sales Director/Manager.
  11. With direction from the Director, assists in the preparation of departmental annual budget spreadsheets.
  12. Processes vendor invoices.
  13. Perform other position-related duties, as assigned.

QUALIFICATIONS

Minimum Training and Experience

  • Bachelor's degree or equivalent experience
  • 3 years of related experience providing high-volume administrative support
  • Experience in the tourism, and hospitality industry helpful

Knowledge, Skills, and Abilities

  • A working knowledge of maintaining a client database, data analysis, and reporting is preferred.
  • Strong organizational skills and ability to juggle multiple priorities while still paying attention to detail.
  • Excellent communication skills both written and verbal enabling one to communicate with other Aquarium associates as well as potential and existing clients.
  • Excellent interpersonal skills allowing for the smooth and efficient coordination of the department's activities and dealings with the Director and occasionally clients.
  • Proficiency in Microsoft Office (Word, Excel, and PowerPoint), Caterease is a plus, and other computer systems as required.

For more information and to apply online please visit: http://neaq.applicantpro.com/jobs/

New England Aquarium is committed to diversity, equity, and inclusion in the workplace and is an Equal Opportunity Employer as defined by the EEOC.

New England Aquarium
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