Events Specialist
Arizona-Sonora Desert Museum - Tucson, AZ

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Arizona-Sonora Desert Museum

  • Position Description

    Job Title: Events Specialist
    Department: Marketing & Sales
    Reports to: Director of Marketing & Sales
    FLSA Status: Exempt

  • Position Overview:
    This position encompasses a sales role as well as an execution role for Museum events. The position is responsible for selling, planning and executing external customer events, coordinating planning and executing Museum partnership events (like APGA, Viper Institute, etc.), and assisting with planning and execution of three donor/member related events, the Conservation Awards Dinner, the Annual Gala and the post-gala dinner. The position has a sales component relative to external rentals, corporate programs and tour groups and is responsible for meeting annual rental revenue goals.

    Develops corporate business database and updates information for effective ongoing, long-term solicitation.
    Works with Marketing Director to create and implement effective corporate sales program including meetings, retreats and corporate Family Days/Picnics.
    Updates Rentals and Weddings solicitation collateral materials and related website pages.
    Provides weekly status reports on solicitations and booked events vs. previous year.
    Coordinates event rentals promotion/advertising in collaboration with Marketing Director; maintains Museum's profile on wedding websites.
    Handles all inquiries about facility rentals (pricing, spaces, date availability); meets with potential clients and conducts site inspections.
    Coordinates and maintains all documents related to event rentals including but not limited to Contracts, Event Forms, and insurance documents (if required).
    Works with Finance department on invoicing and Accounts Receivable.
    Meets annual revenue goals for facility rentals and corporate groups.
    Works to increase Tour Group business through development of a Tour Group database, and works in collaboration with Visitor Services in coordinating Tour Group reservations and ongoing communications.

    Events Planning & Execution
    Manages Museum Event Space Calendar overseeing space reservations.
    Reviews Event Form submissions and compiles them into the Event Recap provided to operating departments.
    Coordinates bi-weekly Events Meetings with operating staff to review operational needs with affected departments.
    Acts as Museum liaison in coordinating partnership events like APGA, AZA, Viper Institute and similar events as designated by the Executive Director.
    Works in collaboration with Conservation, Education & Science Director in regards to the Conservation Awards Dinner to assist in developing invitation lists, coordinating mailings and managing RSVPs. Also, assists in drafting the Events Form and communicating logistics support required from operating departments. Coordinates day-of execution of event.
    Works in collaboration with Executive Director of Philanthropy and Membership Manager in regards to the Annual Gala to assist with event execution, primarily during the month prior to the event and day-of execution details.

    In collaboration with the Director of Marketing, coordinates hotel participation in the Museum's Accommodations webpage including soliciting hotels, confirming participation, invoicing and obtaining information from hotel properties for web page content.
    Represents ASDM at appropriate networking events and shows.
    Special projects as assigned.

    Bachelor's Degree in related field
    One to three years related experience and/or training; or equivalent combination of education and experience
    Prior event sales experience required.

    Other Skills and Abilities:
    Must be goal oriented and possess high degree of self-motivation
    Excellent written and verbal communication skills including influencing skills
    Must possess strong planning and organization skills
    Flexible work style adapting to changing demands and priorities
    Ability to work well with internal and external clients
    Understanding/familiarity with non-profit, visitor-based organization
    Ability to work nights and weekends as required

    The above description reflects a general overview of the responsibilities, reporting relationships and position requirements for this job classification. It is not intended to be a complete description of all duties and requirements that may be inherent in the position.

  • About this company
    The Arizona-Sonora Desert Museum is a world-renowned zoo, natural history museum and botanical garden, all in one place! Exhibits re-create...