Masonic Village at Lafayette Hill
  • Philadelphia, PA, USA
  • Full Time

One North Broad, Philadelphia's Historic Fine Events Venue, is hiring a Sales & Events Assistant. This is a Full Time Events and Hospitality position in a Special Events Venue opportunity that requires flexibility to work day, evening, and weekend hours. This position is located in Philadelphia, PA

Recognizing our employees as our strongest asset, we value each unique person for their strength, contribution, and heart. We offer an intuitive benefits package, including some of the best compensation in our industry, because we know when our team is healthy, fulfilled, and able to pursue their dreams, they are empowered to make dreams come true every day for our clients.

To do this successfully, we seek individuals who are:

  • Committed to providing heartfelt customer service
  • Talented, and seeking ongoing professional growth & enrichment
  • Innovative and accepting of change
  • Invested in contributing to our team environment

What You'll Do:

As a Sales & Events Assistant, you will work with the Director of Sales and Events to provide sales, administrative and operational support for the department. Our Sales & Events Assistant is responsible for the following:

  • Answer general / soft inquiries and provide general venue information to clients upon initial inquiry.
  • Forward qualified inquiries and qualified leads to Director of Sales & Events.
  • Provide venue tours with clients and vendors as needed.
  • Maintain and update client files: Manage receipt of client contracts, client insurances and update all client and event notes as required.
  • Create client invoices, manage billing, deposit receipts and final payments. Send reminders for payments as necessary. Record financial activity in client files and with Accounting Dept. Manage return of security deposits after events.
  • Connect with vendors to review site requirements, make load-in and load-out arrangements, obtain vendor COI's and photographers' photo releases. Follow up with photographers post-event to obtain photos and catalog into photo library files.
  • Work closely with Catering Partner to review and confirm event details, site requirements and set-up plans. Manage pre-event details and follow-up with post-event issues with caterer as required.
  • Prepare and distribute Event Set-up Sheets to in-house team. Present event details and coordination of venue requirements at weekly Team Meeting. Communicate and collaborate on sharing spaces, when applicable, with Masonic Catering.
  • Prepare alcohol allocation sheet per each event and reconcile alcohol inventory post-event.  Maintain Alcohol inventory and work with Director of Sales & Events for alcohol procurement. 
  • Maintain inventory of sales collateral and prepare venue packets for clients. Assist with client inventory drop-offs and pick-ups as needed.
  • Ability to work full-time and flexible schedule, balancing office and events work. Ability to be onsite for events as sales department contact / event coordinator during events ensuring client, vendor and guests needs are met. Act as hands-on coordinator for client needs, inclusive of rehearsals, ceremonies, meetings and venue-related services.  Position includes evenings and weekends as needed.
  • Ensure site procedures and guidelines are enforced by clients, guests and vendors.
  • Proactively anticipate issues, provide positive solutions and ensure client support and satisfaction.
  • Prepare social media content and provide to PR team weekly.
  • Manage vendor payments, reconcile credit card statements and organize receipts with accounting department

What You Definitely Have:

  • Bachelor's Degree (required).
  • Minimum 5-years' experience in Hospitality Industry, Sales and Special Events.
  • Ability to work evenings and weekends as required by events schedule.
  • Excellent interpersonal, verbal and written communication skills. Ability to match the communication standard set by the Director of Sales & Events to demonstrate consistency in the Sales Office's communications with others.
  • Professional and polished personal interaction and presentation skills, especially with clients, guests and vendors.
  • Possesses excellent time management and the ability to prioritize and perform multiple tasks.  Exceptional organizational and project management skills.
  • Sensitive and professional with clients' personal information.
  • Ability and willingness to present with professional attire and appearance at all times, especially when interacting with clients and guests.
  • MS Office experience and social media knowledge required.
  • Ability to effectively manage time and prioritize projects and duties.
  • Ability to think creatively, problem-solve and "do what it takes".
  • ServSafe and RAMP Certifications, or commitment to become certified.

Learn more about working at Masonic Villages of PA at our careers page: http://masonicvillages.org/careers/

Masonic Village at Lafayette Hill
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