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Administrative Assistant/ Event Coordinator

at SMG in Branson, Missouri, United States

Job Description

The Administrative Assistant/Event Coordinator position consists of day — to — day sales activities including but not limited to sales, prospecting of new business, preparing license agreements, account follow up, customer contact and such other functions and duties as required by the Director that may maximize bookings at the Center. Handles other clerical work and administrative business details to support the department. Essential Duties Include the following. Other duties may be assigned. * Assist with coordination of multiple events per year, serve as liaison with vendors on event — related matters. * Develop and close leads through the sales processes and close out all events as required. * Work with current and new accounts to achieve their needs * Create appropriate paperwork with detailed follow-up with Internal and External partners to ensure the success of each event. * Maintain deposits and payments for each contracted group, assist with negotiations for space, assist with negotiations for space contracts and book event space, arrange food and beverage, order supplies and audiovisual equipment. * Provide exceptional Customer Service. Greets scheduled visitors and directs to appropriate area or person. Collects fees and issues parking garage passes. * Aggressively gather information on each project to achieve quality event productions, propose new idea to improve the event planning and implementation process. * Answer, screens and coordinates Director/Manager calls and manages appointments. * Composes and types routine correspondence, create and revise room layouts for each event. * Organizes and maintains file system, and files correspondence and other records, make copies of correspondence or other printed materials. * Coordinates and arranges executive staff and other meetings, prepares agendas, reserves and prepared meeting location, and records and transcribes minutes of meetings. * Assist with managing on-site production and clean-up for events as necessary. * Prepared outgoing mail/packaging and correspondence, including email and faxes. Prepare nametag, materials, notebooks, gift bags, registrations lists, seating cards, etc. * Conducts research, make site visits, and find resources to help staff make decisions about event possibilities. Compiles and types statistical reports. Completes monthly facility reports. Responsibilities * Ability to handle prospective clients over the telephone and in person and maintain a relationship throughout sales process and for repeat sales. * Knowledgeable in all administrative and operational procedures of the Center and understanding of meeting and event terminology * Works closely with other department within Convention Center to provide quality service * Selling space, food and beverage and also detailing and overseeing the events. Qualifications * High School graduate and one to two years’ experience in Sales and Customer Service — Hospitality is preferred, strong verbal and written communication skills. * Must be able to anticipate project needs, discern work priorities, and meet deadlines with little supervision, and be willing to work occasional evenings and weekends and holidays if needed based on contracted business. * Maintain positive working relationships with clients, team members and other departments Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to move around the facility; to stand for long hours during events; talk and hear. This position may require work inside or outside of the building, as needed by events. Note The essential responsibilities of this position are described under the headings above. They may be subject to change at any time due to reasonable accommodation or other reasons. Also, this document in no way states or implies that these are the only duties to be performed by the employee occupying this position. ASM Global is an Equal Opportunity/Affirmative Action employer, and encourages Women, Minorities, Individuals with Disabilities, and protected Veterans to apply. VEVRAA Federal Contractor. Equal Opportunity Employer Minorities/Women/Protected Veterans/Disabled

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Job Posting: JC194912998

Posted On: Oct 15, 2021

Updated On: Oct 21, 2021