POSITION ANNOUNCEMENT

POSITION TITLE: Special Events Associate

DEPARTMENT: Private Events
CLASSIFICATION: Part-Time Non-Exempt
REPORTS TO: Special Events Manager(s)
PAY RANGE: $20.00 per hour

BENEFITS: N/A

CLOSING DATE: Open until filled

Position Summary

The Special Events Associate is responsible for a mix of in-office and event day duties. The Special Events Associate serves to support the Special Events Manager(s) in the completion of duties encompassing the full spectrum of the event process, including venue sales, client services and event representative. Involvement in each of these duties will vary and will be directed by the Special Events Manager(s). For venue sales, the Special Events Associate will communicate with leads via phone and other platforms for the initial sale and design of the event. Client services duties will be performed while working directly with event clients daily to ensure a positive client experience from the day they sign a contract to the day of their event. During events, the incumbent will serve as the representative for Hudson Gardens that is onsite and the point of contact for an event. Work on weekends and evenings will be required. This is a full-time, non-exempt position. This position reports to the Special Events Manager(s). This is not an event planning position.

Duties and Responsibilities

Venue Sales duties include, but are not limited to:

• Demonstrate a thorough and comprehensive understanding of the services offered and facilities at Hudson Gardens.
• Communicate and engage with sales leads via phone, email and in-person meetings.
• Focus on creating genuine relationships with potential clients that will lead to booked events and client satisfaction.
• Follow all sales processes and procedures as outlined by Management.
• Conduct in-person sales meetings with clients to showcase the event venues.
• Assist the Special Events team with event management duties during peak season.
• Perform other duties as assigned.

Client Services duties include, but are not limited to:

• Serve as the primary contact for all booked events leading up to and on the date of the event.
• Demonstrate a thorough and comprehensive understanding of the services offered and venues at Hudson Gardens and all proprietary venue practices, policies, and procedures.
• Respond to all client calls and emails in a timely manner.
• Guide and assist clients through the event planning process, including:
  • Being client’s main point of contact after initial sale.
  • Working with client to coordinate vendor services, including catering, entertainment, rentals, event/wedding planner, etc.
  • Hudson Gardens does not provide event planning services.
  • Regular follow-up with clients regarding their event.

• Conduct coordination meetings and final walk through with the client prior to the event.

• Perform other duties and tasks as assigned by management.

Event Venue Representative’s duties include, but are not limited to:

• Day of Event duties:
  • Open and close venues per event guidelines. Event days shifts can range from 8-12 hour and may occur multiple times per week.
  • Direct vendors to designated areas
  • Communicate with all parties to ensure the best possible event for the client
  • Submit nightly reports for each event.
• Ensure that Hudson Gardens fulfills all contractual obligations to clients.
• Ensure that all vendors follow and comply with Hudson Gardens policies and procedures.
• Manage and thoroughly document any emergency situations during events.
• Ensure venue cleanliness prior to and after events.
• Perform other duties and tasks as assigned by management.

Qualifications

A qualified applicant will possess the following qualifications:

• 1-3 years of direct Business to Customers (B2C) and Customer Service Experience.
• Experience in the fields of hospitality preferred.
• Valid, unrestricted Driver’s License.
• Ability to work effectively both independently and as part of a team in an efficient manner.
• Punctual and Dependable.
• Effective time management and communication skills.
• Excellent interpersonal skills both in person and by phone.
• Strong writing skills.
• Excellent analytical and problem-solving skills.
• Availability to work flexible hours, including evenings, weekends, and holidays.
• Proficient in Office 365 and able to use a computer to input data, access information, and/or create materials and documents using a variety of software applications.
• CPR/First Aid Certification is a plus.

Work Environment

Typical working conditions associated with this position include:

• Ability to stand and walk for extended periods of time.
• Ability to lift 30 lbs.
• Office duties take place in a typical office setting with quiet to moderate noise; Event Representative duties take place in event venue with moderate noise.

Additional Information

The King C. Hudson & Evelyn Leigh Hudson Foundation, Inc., d.b.a. The Hudson Gardens & Event Center, provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability, genetic information, or any other characteristic protected by federal, state, or local laws. Reasonable accommodations may be made to enable individuals with disabilities to perform essential duties and responsibilities.

Employment is pending a background check.