VENUE RENTAL ASSISTANT

Description

This position is part-time / temporary from March to September 2025 for 24-30 hours/week.

Position Purpose

Successfully market, sell, coordinate, and execute social, corporate, and non-profit events at the Garden.

Essential Duties

• Provide support through the marketing and selling of Garden venues for social, weddings, corporate, and non-profit events. Conduct site tours with prospective and current clients and follow up on sales leads from print and web-based marketing, Garden web requests, email inquiries, and phone inquiries.
• Coordinate with clients directly and promptly answer questions, phone calls, and emails. Follow-up post event through a thank you email and formal survey to measure the event's success.
• Communicate Garden policies and procedures to clients and vendors, enforce policies, and take corrective action when necessary.
• Arrange meetings with clients, caterers, beverage manager (when applicable), and/or other required vendors to conduct a final walk through of event.
• Prepare event set-up, diagrams and timelines based upon the clients' needs and Garden requirements.
• Execute rehearsals and the "day of" venue operations for each assigned event. Ensure that set-ups are performed properly (assist if needed); solve any conflicts that may arise from deliveries, scheduling, catering, etc. and provide assistance to the client during the event (coordinating wedding ceremony, etc.).
• Maintain, complete, and ensure accuracy of client files, bookings and facility rental budget spreadsheet through event set-up diagrams, invoicing, payment processing, proof of insurance records, security deposit collections and refunds, client contracts, confirmation documents, up-sale items, vendor documentation, invitation proofing, Facility Rental FAQ creation and distribution, and attendance recording in a timely manner.
• Create and assist with meeting and event room bookings through the Garden's event management software.
• Work in partnership with Event Services Team to identify, implement, and update new revenue generating opportunities, revenue maximization techniques, and strategic industry partnerships. Cultivate business from caterers, vendors, and other venues.
• Assist with group reservation inquiries, scheduling, coordination and greetings as needed.

Pay Range: $23.00-$25.00 per hour

Requirements

• Bachelor's degree in a related field preferred or equivalent education and experience.
• Minimum of one year experience in customer service, sales, hospitality, event management, or related industry
• Exceptional communication skills
• Ability to multitask efficiently in a fast paced work environment
• Computer experience with Tripleseat, Event Management Software, Outlook, Microsoft Excel, and Windows Operating Systems preferred
• Ability to work off-hours including evenings, weekends, and/or holidays

Equipment Used

Typical office equipment.

Internal Communication

Frequent interaction with all Garden employees.

External Communication

Frequent communication with visitors, clients, caterers, and outside vendors.

Working Conditions

Some physical effort beyond what's typically required in a normal office environment. Extended periods of standing (indoors and outdoors) and walking throughout the Garden (with exposure to elements) expected. Potential for tight deadlines or time periods of high workload may require additional hours. The noise level in the work environment is usually minimal.

Must be able to walk, sit, stand, stoop, kneel, bend, see, hear, speak, read, and type. Manual dexterity and the ability to lift up to 10 pounds required.

Diversity, Equity, and Inclusion

Desert Botanical Garden is an Equal Opportunity Employer and considers all applicants without regard to race, religion, color, sex, gender identity and/or expression, sexual orientation, marital or parental status, age, national origin, veteran status, disability, or any other status protected by law.

The Garden fosters and supports workplace diversity, equity, and inclusion to honor the unique perspectives, experiences, and contributions of all, to celebrate successes, and to cultivate individual and institutional excellence.

All employees will help add to the Garden's diversity and fully embrace it.

This job description is not intended to be an exhaustive list of all duties, responsibilities, and deliverables of the role. This is not a contract and should not be viewed as such. Other duties may be assigned by supervisor and/or his/her designee.