Event Sales Coordinator| Seattle Aquarium - Oak View Group

Oak View Group:

Oak View Group is the global leader in venue development, management, and premium hospitality services for the live event industry. Offering an unmatched, 360-degree solution set for a collection of world-class owned venues and a client roster that includes the most influential, highest attended arenas, convention centers, music festivals, performing arts centers, and cultural institutions on the planet.

Position Summary:

The Event Sales Coordinator is primarily responsible for overseeing all aspects of assigned events taking place at the aquarium including developing, coordinating, and supervising all event related activities key to the operation of the facility including but not limited to vendor coordination, billing preparation/support, customer service representation to our guests and logistics of departmental activities relating to private events.

 

The Event Sales Coordinator will be a champion OVG representative in all our sustainability initiatives at the Aquarium, including:

 

• Zero waste by 2025
• 80% of purchases meet Seattle Aquarium’s sustainable purchasing policy including zero single-use petroleum based plastic.
• Participation in regenerative working group.
• Fully electric appliance kitchen.

 

This role pays an hourly rate of $28 to $32.

 

For FT roles:   Benefits: Health, Dental and Vision insurance, 401(k) savings plan, 401(k) matching, and paid time off (vacation days, sick days, and 11 holidays).

 

This position will remain open until December 31, 2024

About the Venue:

Oak View Group is the food services and hospitality partner of the Seattle Aquarium. The Seattle Aquarium is a conservation organization working to regenerate the health of Earth's one ocean. The Seattle Aquarium thoughtfully brings the ocean to life for the public with experiences that inspire awe, empathy, and conservation action. The Aquarium is the ninth largest aquarium in the U.S. by attendance and proud to be accredited by the Association of Zoos and Aquariums. Since opening, the Aquarium has hosted over 27 million visitors and provided marine conservation education to two million school children. The Aquarium's new Ocean Pavilion, opening in 2024, will be a central feature on the new Seattle waterfront.

Responsibilities:

• Work with assigned clients to make sure all of their event needs are met.
• Effectivly communicates all event information to the appropriate Departments and staff
• Develop floor plans using provided software.
• Communicates in a timely manner with each Department Head regarding specific needs and information for each event
• Prepares and distributes Banquet Event Orders to all staff and Departments in a timely manner
• Prepares post event report for all events coordinated
• Coordinate any vendors that event organizer is utilizing.
• Ensures all required information is received from client in a timely manner.
• Verifies that all payments are received according to contracted schedule for each event.
• Executes other operational duties as assigned

Qualifications:

• 4-year degree from a college or university preferred but not required
• One year experience same or similar position in live event venues.
• Ability to work flexible and sometimes demanding schedules (including nights, weekends, holidays and extended hours)
• Experience with Microsoft Office products, Tripleseat, and Social Tables preferred

 

Intellectual/Social, Physical Demands and Work Environment:

The intellectual/social, physical demands and work environment characteristics 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.

 

Intellectual/Social Demands:

While performing the essential functions of this job, the employee is continuously asked to multi-task under time limits.  Position requires constant attention to precise details and accuracy of specified standards including: following simple to complex (more than 3 steps) instructions, and concentration which frequently extends beyond 30 minutes at a time. Employees in this role will constantly be in leadership role; this requires directing others either verbally or in writing to complete tasks in prescribed time frame. This position also requires constant use of interpersonal skills including, but not limited to: ability to direct/motivate/inform staff and foster collaboration, ability to recognize and resolve conflicts, and ability to openly communicate verbally and in writing with clients and co-workers.

 

Physical Demands:

While performing the essential functions of the job, the employee constantly operates a computer and other office devices such telephones, copy machines, etc; occasionally moves about inside the office to access storage areas, cabinets and office machinery; constantly communicates via telephone, email and in-person with others to exchange accurate information; and constantly moves about the arena and event sites before, during and after events to service clients and supervise staff. Talking and standing for long period

 

Work Environment:

The essential functions of this position are performed indoors. The noise level in the work environment can range from minimal to loud during events, depending on the incumbent’s location, and minimal during non-event times.

 

Strengthened by our Differences. United to Make a Difference:

At OVG, we understand that to continue positively disrupting the sports and live entertainment industry, we need a diverse team to help us do it. We also believe that inclusivity drives innovation, strengthens our people, improves our service, and raises our excellence. Our success is rooted in creating environments that reflect and celebrate the diverse communities in which we operate and serve, and this is the reason we are committed to amplifying voices from all different backgrounds.

Equal Opportunity Employer:

Oak View Group is committed to equal employment opportunity. We will not discriminate against employees or applicants for employment on any legally recognized basis (“protected class”) including, but not limited to veteran status, uniform service member status, race, color, religion, sex, national origin, age, physical or mental disability, genetic information or any other protected class under federal, state, or local law.