Event Assistant

JOB SUMMARY

The Event Assistant will assist the Group Sales and Event Specialist and the Manager, Sales & Race Operations, along with coordinating the day-to-day processes of the Sales and Race Department. Coordinates proposals, communicates & contracts event details and changes in programs to appropriate hotel and operating departments. Communicate with customers regarding their events, details and interest in Oak Grove Racing Gaming and Hotel. Assist with the event automation system, Delphi FDC, a hotel specific program on the Sales Force Platform.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Assist with the Delphi FDC sales automation system, as the Administrator for the sales, events and financial teams
• Assist with maintaining and updating Delphi FDC in merging documents including menus, pricing, reports, banquet checks,

proposals, and contracts

• Receives inquiry telephone calls from potential clients and supports their request with verbal and written responses
• Responds via telephone and/or written communication for requests from the Oak Grove Racing Gaming and Hotel Website
• Preparing turnover for the Banquet Manager and Event Supervisor
• Prepares group resumes, when required, for an event or program requiring multiple departments
• Coordinates and conducts property site tours, pre-con meetings, and live video overviews of the hotel and gaming facility
• Communicates and recruits appropriate department personnel to meet and address customer needs during site tours
• Attends BEO Meetings and Weekly Event Meetings
• Maintains third party rental and service relationships for customer requesting ancillary needs
• Assist with booking one day/evening programs for groups less than 40 people in the Eagle/Tango Rooms and

Garrison Oak Steakhouse

• Works with the Equine and Racing Manager in securing small groups for a “Day at the Races.”
• Works directly with operations and the restaurant to coordinate the execution of group functions
• Collaborate with their Manager, General Manager, Marketing Director, Racing Manager and F&B Director on special projects including mailings, sales blitz lists, and other sales related activities
• Coordinate communication between Racing, Security, Barn Area, Track Maintenance, Mutuels, and other departments
• Supports special racing, promotions, and community racing activities as assigned.
• Assist with promoting equestrian center services, events, and facility rentals to new and existing clients.
• Maintain up-to-date knowledge of pricing, packages, and service offerings to effectively communicate with prospective customers.
• Manage inquiries via phone, email, and in-person, ensuring timely and professional follow-up.
• Assist with vendor, sponsor, and community partner relationships to enhance equestrian programming and sales opportunities.
• Assist with the creation and distribution of sales materials, promotional flyers, and social media content highlighting equestrian services and events.
• Create Banquet Event Orders (BEOs) and detailed event documentation to ensure smooth execution of all events.

REQUIRED SKILLS AND ABILITIES

• Excellent oral and written communication skills
• Understand and represent The Company’s image and reputation both, at work and at external functions
• High level of professionalism with the ability to react under pressure
• Proficiency in Microsoft Office including Word, Excel, Power Point
• Ability to learn Dephi FDC and manage the program at the property level as the System Administrator
• Ability to support, assist and represent the Sales Team in the absence of the Sr Sales Manager
• Successful completion of projects assigned while adhering to the determined deadline
• Outstanding guest relations and customer service skills
• Ability to work in a fast-paced environment and interact with internal departments
• Ability to work nights, weekends & holidays in response to client demands
• Ability to be on your feet or stand for long periods of time.
• Lift up to 30lbs.

EDUCATION AND EXPERIENCE

• Proficiency with Microsoft Office products
• Sales Force and Delphi FDC experience is preferred, but not required
• Ability to obtain a valid Kentucky Racing License

PHYSICAL REQUIREMENTS & WORKING CONDITIONS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit or stand; walk; use hands to finger reach, handle, or feel objects, tools, or controls; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; and talk or hear. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate to loud. The employee is subjected to circulation throughout the assigned areas, including the smoking area, actively observing players and functioning of machines.