Special Event Coordinator

General Statement: The Special Events and Group Sales Coordinator supports the Fleet Mission and Visitor Experience Philosophy by supporting the efforts of the Special Events and Group Sales Manager by coordinating events and helping to promote programs held at the Fleet.

Reports to: Special Events Manager

Primary Duties and Responsibilities, including mental requirements of position:

1. Assist with special events and group sales efforts by contacting prospective visitors via telephone (leads and “cold calls”).
2. Coordinate outside visitor events, including liaison with staff team members, caterers, rental agencies, etc. Details each meeting and/or special event needs (such as load-in/load-out times, equipment needs, set-up, themes, power requirements and other logistical requirements) and plans for them accordingly. Keeps other in-house departments, including Engineering and Guest Services, updated as to event logistics. Works on-site with the Frontline Departments including MOD’s, Special Event Volunteers, Senior Retail Manager, Café team and other department managers to execute paid and in-house events as needed to ensure that all aspects of the meeting and/or special event go smoothly.
3. Responsible for maintaining adequate communication about upcoming meeting and/or special event with the Frontline Departments (Reception, MOD’s, Theater, Ticket Counter, Store, Café, Marketing, etc.) by attending the weekly Operations Department meetings and through other means of communication as needed.
4. Responsible for the booking of the Theater, Science Center, Lecture Hall, Community Forum, for private screenings, parties, lectures, and other functions, including initial contact with the visitor, quoting prices, catering and insurance requirements.
5. Work to increase meeting and/or special event and group sale revenues under the direction of the Special Events and Group Sales Manager.
6. Responsible for performing site visits and visitor/vendor walk-throughs prior to the event by meeting with and giving tours to potential visitors, caterers and vendors concerning sell-outs and other special events as needed.
7. Responsible for ensuring the data in the Master Calendar regarding upcoming events is always up-to-date and contains the most accurate and thorough information available at that time.
8. Regularly contact previous customers to encourage future bookings.
9. Acts as the Special Events lead and primary contact for the Special Events department in the absence of the Special Events Manager.
10. Execute and enforce all Special Events standards as established under the leadership of the Special Events Manager.
11. Maintain visitor list using our in-house computerized database. Regularly contacts previous and potential clients to encourage future bookings.
12. Serve as on-site representative for group visits, responsible for reservation, check in, and orientation.
13. Responsible for invoicing clients and following up on past due invoices.
14. Responsible for verification, approval and forwarding to accounting of vendor invoices.
15. Responsible for creating and maintaining client profiles in Galaxy tracking system.
16. Supports other department functions as requested by Special Events Manager.
17. Responsible to be knowledgeable of safety and emergency plan manual procedures.
18. Works a varied schedule, including evening and weekend hours, as required.
19. Oversee the birthday party and sleepover programs to book, promote, schedule, and staff these events.
20. Attends Employee Training Programs, as needed.

THE ABOVE STATEMENTS ARE INTENDED TO DESCRIBE THE GENERAL NATURE AND LEVEL OF WORK BEING PERFORMED BY THE PERSON ASSIGNED TO THIS POSITION. PRIMARY DUTIES ARE INTENDED TO DESCRIBE THOSE FUNCTIONS THAT ARE ESSENTIAL TO THE PERFORMANCE OF THIS JOB. AN INCUMBENT MUST BE ABLE TO PERFORM ALL OF THE ESSENTIAL DUTIES OUTLINED ABOVE.

THIS JOB DESCRIPTION DOES NOT STATE OR IMPLY THAT THE ABOVE ARE THE ONLY DUTIES AND RESPONSIBILITIES ASSIGNED TO THIS POSITION. AN EMPLOYEE HOLDING THIS POSITION

WILL BE REQUIRED TO PERFORM ANY OTHER JOB-RELATED DUTIES AS REQUESTED BY MANAGEMENT. ALL REQUIREMENTS ARE SUBJECT TO POSSIBLE MODIFICATION TO REASONABLY ACCOMMODATE INDIVIDUALS WITH A DISABILITY.

Supervision, direction, or guidance provided for this position: Performs routine duties without direct supervision. Supervision needed for training of new job duties and special projects and to discuss non-routine questions or concerns.

Physical Requirements of this Position: Medium Work - Position involves sitting some of the time. Standing and walking are required. Position requires ability to exert minimal force of up to 10 pounds occasionally and minimal force to carry, lift, push, and otherwise move objects frequently.

Business Location Presence: This position requires physical presence at the business location during most assigned working hours in order to adequately perform all duties.

Experience, education, or skills required of the incumbent in this position:

Please note final applicants may be tested on their computer hardware/software knowledge and may be asked to demonstrate writing, proofreading or other job-related skills.

• Two years’ experience in a clerical, administrative assistant or general sales role required. One-year of which involved special events sales/booking experience preferred.
• Proven excellent written and verbal communication skills.
• CPR/AED and first aid certification required
• Knowledge of San Diego convention market and/or hotel convention sales helpful.
• High school diploma or equivalent required. College degree preferred.
• Strong attention to detail and superior proofreading skills.
• Exceptional organizational and time-management skills with strong ability to multi-task effectively.
• Strong interpersonal skills required. Must be able to handle challenging issues with diplomacy and tact while maintaining company policies and procedures.
• Proven ability to handle confidential information in a professional manner.
• Proven ability to perform mathematical operations as needed for position.
• Intermediate to advance knowledge of Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, etc.) preferred.
• Ability to work well independently as well as in a team environment.
• Previous experience making presentations to small and/or large groups preferred.
• Must be able to maintain focus during very busy periods.

Preferred Qualifications:

1. Strong customer service and interpersonal skills, with a take charge and high energy attitude.

2. Excellent organizational and problem-solving skills, the ability to manage multiple tasks and priorities in a fast-paced environment.

3. Experience in customer services, marketing, event planning, and/or public relations. Theatrical experience is a plus.

4. Experience in a leadership role supervising volunteers and staff team members.