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St. Charles County Government · 2 weeks ago

NEC EVENT COORDINATOR / PARKS DEPARTMENT

St Charles, MO

Full-time

Onsite

Entry, Mid Level

2+ years exp

St. Charles County Government is seeking an NEC Events Coordinator who will be responsible for delivering excellent customer service and managing event planning and execution at the National Equestrian Center. The role involves fostering business relationships, managing client accounts, and collaborating with various departments to ensure successful events.

Responsibilities

Answers telephones and greets visitors. Provides information on facilities, programs and events hosted by the National Equestrian Center and County Parks system

Respond to venue rental interest received by direct inquiry, third party referral and other leads; participate in trade shows, community, and professional organizations to maintain high visibility and the achievement of NEC sales and revenue goals; develop and continually enhance relationships with key accounts to maintain and increase NEC’s event market share

Send proposals and supporting sales literature to prospects; contact and negotiate new and repeat business with the objective of maximizing NEC revenue; effectively upsell throughout the pre-event and event phase, to include food and beverage, amenities, audiovisual and other equipment rentals, convenience, and special request services; ensure quick and efficient responses to customer issues, comments, and problems to ensure a positive experience and to improve/increase future sales prospects

Research and identify target prospects for sponsorships and event proposals

Maintain strong network of contacts within the equestrian and event related industries

Maintain strong client relations and facilitate the accurate and timely flow of information such as event specifications and license/rental terms to ensure proper communication, planning and event execution

Solicit, negotiate, and secure license agreements for new and renewing event packages and/or catering and VIP experiences

Conduct lead generation for acquisition of new sponsors and grow revenue from existing sponsors and renewals

Work with Park Administration to set fee schedules and as needed, special event and sponsorship pricing

Document and file accurate, detailed, legible records reflecting planning, follow up and sales history of events at NEC so to promote continuity of excellent customer service and ensure that the obligations of NEC and the client are met with satisfaction

Solicit, negotiate, and secure license agreements for new and renewing event packages and/or catering and VIP experiences

Conduct lead generation for acquisition of new sponsors and grow revenue from existing sponsors and renewals

Work with Park Administration to set fee schedules and as needed, special event and sponsorship pricing

Maintain up-to-date knowledge of all facility rental and service offerings, food & beverage policies including minimums, strategies, discounts/promotions, meeting space layout and capacities, catering menus with pricing and any in-house events taking place; remain actively engaged in the daily operations of the property; conduct site tours and attend all applicable daily, weekly and/or monthly department meetings

Set up a master invoice for each booking, attaching all supporting documentation for billing; Ensure all deposits are paid according to contractual agreements and that payment for billing is paid in accordance with contractual terms

Effectively maintain Outlook mailboxes and calendars, handle cash, answer phones, assist with reservations, and respond promptly and efficiently to inquiries and requests

Provide administrative support to the National Equestrian Center, inventorying and ordering office supplies and assisting with task lists, research, project records, professional correspondence, etc

Collaborate with management to schedule, publish and promote content on social platforms with meaningful and relevant messaging consistent with brand voice and audience; update and maintain calendar content for publication and curate relevant daily stories for social platforms

Attends events as needed to gather social stories and other content (e.g., photoshoots/video interviews to generate relevant content campaigns)

Fill in and support the National Equestrian Center and Parks Department at events as needed to ensure efficient operation

Perform special projects and other duties as assigned and participate in task forces and committees as requested by management

Responsible for documentation and securing community partner sponsorships and donation agreements to support park operations and its mission

May be periodically required to assist in Park Programming and activities outside of normal job duties and hours

Position requires flexibility with schedule

Works with staff to analyze pricing/expense strategies for programs, service, and facility rentals

Other duties as assigned

Qualification

Event planningNegotiation skillsProject managementSocial media marketingMicrosoft OfficeCustomer serviceInterpersonal skillsCommunication skillsTime management

Required

Valid motor vehicle operator's license and good driving record required

Minimum of 2 years' work experience in event planning/project management

Knowledge of equestrian industry trends (understanding of market segment, competitors' strengths, weaknesses, economic trends, supply, and demand, etc.), sanctioning/licensing organizations and their rules, regulations and practices

Proactive project management approach with excellent time management skills and ability to organize and prioritize; assertive and driven to succeed; highly enthusiastic and self-motivated

Superior interpersonal and communication skills, both in person and by phone, required to communicate effectively and professionally with all personality types

Ability to collaborate with multiple departments to ensure all details are communicated and flawlessly executed

Ability to multi-task multiple meetings and/or events simultaneously and at different planning stages; to identify operational challenges and develop seamless solutions and/or opportunities related to bookings

Interest in social media marketing or digital media with strong writing, editing, and communications skills

Knowledge of Microsoft Office, web search engines and photo/video editing software

Must be available for work assignments during evenings, weekends and holidays as required