Sales and Event Coordinator

Organization's Summary Statement:
The University of Maryland Alumni Association is seeking a dynamic, organized, and customer service oriented event and sales professional to join our team. The Sales and Event Coordinator reports directly to the Senior Director of Sales, Marketing and Operations for the Samuel Riggs IV Alumni Center. This position will assist with the booking sales of the event venue by responding to inquiries, conducting potential client walkthroughs, attending tradeshows and developing relationships with internal stakeholders across campus. Additionally, they are responsible for the execution of event rentals within the Alumni Center. The Sales and Event Coordinator manages all aspects of the client events. This individual serves as the main point of contact for their clients and is responsible for room diagrams, vendor coordination for on-site logistics, appropriate paperwork, and on-site venue management during events to ensure a smooth event from start to finish. This position does not include event planning. 

Responsibilities of this position include but are not limited to: 

• Conduct lead management and response for assigned sites and outlets.
• Event sales/contract drafting.
• Assist Director in basic marketing duties - social media content & review gathering.
• Conduct preliminary walk-through meetings with clients.
• Attend trade show events to market the venue as a destination for potential clients. 
• Attend cross-departmental meetings to improve visibility of the Riggs Alumni Center.  
• Serve as the main point of contact for assigned client events held at the alumni center. Manage logistics such as, but not limited to: 
  • Create room diagrams, discuss event requirements and upsell clients when able, conduct supplementary walkthroughs for client and vendor needs, and arrange parking when necessary. Will be onsite at all assigned events (roughly 5-10 per month). 
• Effectively "up-sell" items such as bar packages, in-house uplighting, and staging to enhance the client's event. 
• Manage vendors and clients in terms of their interactions with/use of the building ensuring safety and security of spaces and equipment with the Alumni Association’s interests in mind. 
• Maintain accurate records of events and ensure information is organized.
• Ensure all billing is complete with the client. 
• Conduct consistent and reliable communication with clients via email, in person and by phone. 
• Complete timely follow-up with clients such as thank you notes or sentiments, and event evaluations. 
• Other Administrative duties as assigned by the Senior Director of Sales, Marketing and Operations.

*This position does not provide visa sponsorship now or in the future. Candidates must be able to provide proof of ongoing eligibility to work in the USA.

EDUCATION: Bachelors in Communications, Marketing, or Business preferred, other degrees may be considered upon coursework review.

EXPERIENCE: Two (2) years of experience in event or meeting management, fundraising or development, public or client relations. Consideration may be given for a unique combination of education and experience.

OTHER: None

REQUIRED KNOWLEDGE/SKILLS/ABILITIES:

Ability to maintain high standards with the work being performed and maintain awareness with trends and influences. Assume personal responsibility for all outcomes; makes effective and timely decisions; and learns how to effectively use information technology word processing, spreadsheets, and databases, such as Microsoft Office. Maintain productivity and uses strategies to increase knowledge base. Skill in continuously seeking to improve the quality of services and processes. Skill in exercising initiative, resourcefulness, and sound judgement with an ability to solve problems and make decisions. Ability to prioritize ongoing and new projects necessary to implementing a specific organizational program. Skill in continuously seeking to improve the quality of services and processes. Ability to effectively communicate both verbal and written thoughts, ideas, and facts. Writes and presents information in a clear and concise way. Interprets and understands written information and is able to listen attentively to verbal and non-verbal cues that lead to a deeper understanding. Ability to conduct simple negotiations and gain agreement from interested parties. Ability to work cooperatively with others and demonstrates professional, ethical, respectful, and courteous behavior when interacting with others. Capable of interacting pleasantly and positively with other to meet customer expectations, and provide follow up with customers.

OTHER:

Except for qualifications established by law, additional related experience and formal education in which one has gained the knowledge, skills, and abilities required for full performance of the work of the job class may be substituted for the education or experience requirement on a year-for-year basis with 30 college credits being equivalent to one year of experience.

N/A

Offers of employment are contingent on completion of a background check. Information reported by the background check will not automatically disqualify anyone from employment. Before any adverse decision, the finalist will have an opportunity to provide information to the University regarding disclosable background check information. The University reserves the right to rescind the offer of employment or otherwise decline or terminate employment if the information reported by the background check is deemed incompatible with the position, regardless of when the background check is completed.

The successful candidate must complete employment eligibility verification (on Form I-9) by presenting documents that establish identity and work authorization within the timeframe required by federal immigration law, and where applicable, to demonstrate renewed employment authorization.  Failure to complete employment eligibility verification or reverification within the timeframe set forth by law may result in suspension or termination of employment.

The University of Maryland, College Park is an Equal Opportunity Employer. All qualified applicants will receive equal consideration for employment. Please read the University’s Equal Employment Opportunity Statement of Policy.

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