The Wedding & Event Associate plays a vital role in ensuring the success of weddings, events, and visitor experiences at Schlitz Audubon Nature Center. This position requires a positive-minded team member who is detail-oriented, highly organized and professional. This associate will oversee event bookings, coordination and venue operations, work with a fun team, and make a difference for our non-profit nature center.
ESSENTIAL FUNCTIONS
- Communication & Sales:
- Respond to potential customer inquiries regarding hosting a wedding or event at the Center.
- Lead on-site tours and consultations with prospective clients to understand their wedding or event needs and preferences, with the intent of converting them into sales and bookings of events.
- Serve as the primary contact for couples planning their wedding.
- Speak comfortably in front of a group and be able to clearly present and communicate wedding packages and service offerings available.
- Prioritize maintaining open communication with our amazing clients throughout the planning process, providing updates, and addressing any concerns, while keeping diligent documentation.
- Establish and maintain customer relationships to encourage repeat business and referrals.
- Collaborate with the Marketing Department on promotions, website copy, blog writing, marketing materials and social media.
- Enjoy showcasing a strong commitment to amazing customer service and guest satisfaction within facilities policies.
- Wedding & Event Coordination:
- Manage and share event timelines, checklists, and floor plans with appropriate Center departments and event team.
- With both Facilities and Events Teams, schedule and manage space set up/tear/down on event/wedding day, ensuring best organizational teamwork and client experience.
- Gracefully problem-solve day-of event questions to ensure smooth, memorable experiences for all clients and guests.
- Manage our incredible team event staff ensuring that all details are executed flawlessly.
- Vendor Coordination:
- Coordinate on-site vendors – our industry partners and friends – such as caterers, florists, photographers – while always keeping a pulse of reviews and client experiences for any vendor partner associated with the Center.
- Supervise bar operations, support bartender(s) and ensure bar is properly staffed and stocked.
- Manage our important on-site bartending team ensuring customer service is top of mind, while all policies and procedures are adhered to and events are smooth.
- Enforce Center policies, liquor licensing, safety regulations, and operational procedures and communicate to all onsite vendors and staff.
- Administration
- Oversee and prepare all contracts, invoices and communication materials for wedding rentals using clear communication and set policies.
- Oversee all bar service inventory, budgeting and ordering.
- Oversee all rental item inventory, ordering and documentation.
- Keep detailed documentation of all client inquiries, tours, bookings and planning communication.
- Manage and communicate the Center’s liquor license and policies.
- Submit invoices and receipts and account for all monies paid for rentals, upkeeping strategic and clear monthly financial reports to the department director and accounting department.
- Oversee all online wedding copy and social media.
QUALIFICATIONS AND EXPERIENCE
- Bachelor’s Degree in hospitality, public relations, communications, sales, business or related field is preferred
- Minimum of 4 years of experience in event operations, hospitality, or venue management (weddings & social events preferred)
- It’s in the details! Exceptional organizational skills and attention to detail in managing event logistics and staff/vendor coordination.
- Weddings and events are fun! A natural positive attitude paired with excellent interpersonal skills and professional demeanor will make a difference.
- Strong leadership, problem-solving, and independent decision-making skills.
- Ability to work independently, think ahead, and problem-solve behind the scenes.
- Thinking Green! Understanding of sustainability practices partnered with an interest and passion for the nature center’s mission.
- Impeccable verbal and written communication skills.
- Proficiency with Microsoft Office and associated applications, social media platforms and Outlook calendar scheduling software
- Flexibility is key! Availability to work evenings and weekends as needed.
- Ability to lift over 20 pounds, physically move throughout spaces quickly, sit at a computer for periods of time.
- Must have a legal drivers’ license.
HOURS
- During peak wedding season: Extended hours including weekends, holidays, and evenings as required by the event schedule.
- Off season: Full time schedule to be determined with supervisor based on special event needs.
COMPENSATION & BENEFITS
- Pay will be commensurate with experience
- Health, Vision, and Dental Insurance
- Life and Accidental Death Insurance
- Disability Income Insurance (Long-Term and Short-Term)
- Employee Assistance Program (EAP)
- Generous PTO
- 401(k) Retirement Plan
TO APPLY
Send cover letter and resume to Director of Corporate and Special Events (bcarlson@schlitzaudubon.org) with Wedding Associate in the subject line.
Applying for this job? Let them know that you learned about it on Jobs That Help!