Assistant Event & Wedding Coordinator

Kansas City Live!; Kansas City (MO); On-site; USD 35,000 - 50,000; Full time

Job summary

A leading venue in Kansas City seeks an Assistant Event & Wedding Coordinator to support sales and assist in event planning. The ideal candidate will have experience in the hospitality industry and strong communication skills. This role involves coordinating with vendors and clients, ensuring successful event execution, and requires flexibility in working hours.

Qualifications

• 2-3 years of experience in sales management and/or marketing in the hospitality industry.
• Fluent in English; knowledge of other languages is a plus.
• Proven leadership skills.
• Ability to work weekends and late nights.

Responsibilities

• Assist with sales and business development tasks.
• Coordinate event details with the sales team.
• Provide on-site coordination during events.
• Engage with clients and maintain vendor relationships.

Skills

Sales management

Marketing strategies

Project management

Organizational skills

Communication

Education

High School diploma or equivalent

College degree preferred

Tools

MS Word

PowerPoint

Excel

Job description

The Gallery is an elegant, urban venue ideal for wedding ceremonies and receptions, cocktail parties, galas, corporate meetings, and non-profit events for up to 400 guests. Far more than just a beautiful space, The Gallery team handles every aspect of each event, from catering to creating the event layout.

Assistant Event & Wedding Coordinator Responsibilities include, but are not limited to :

Sales and Business Development

Assist with research to target convention and hotel conferences, capitalizing on ways to attract and sell to each.

Help target companies that use DMCs and independent planners to find event venues.

Create and detail proposal presentations and RFP responses.

Attend networking events in a sales capacity.

Event Planning

Coordinate event details with the sales team once the contract is signed.

Work with all event vendors, including : florist, rental company, security, parking.

Work with each venue's operations team on all event preparation.

Meet with the sales team for additional walk-throughs to finalize event details.

Assist with continual up-selling of client and event throughout the working relationship.

On-site day of event coordinating to ensure execution is on schedule, maintaining contact with the client throughout and coordinating vendors.

Provide event recaps and operation, sales and production suggestions to the team.

Event Sales Assistant Qualifications

High School diploma or equivalent, plus 2-3 years of experience in sales management and / or marketing, hospitality industry a plus. College degree preferred.

Must speak fluent English, other languages preferred.

Proven leadership skills and ability to drive sales.

Must be savvy in marketing and promotional strategies.

Possess an outgoing personality, ability to approach all individuals and strike up conversations.

Reliable and have the ability to keep collected information secured.

Strong project management, time management and organizational skills

Communication skills are utilized a significant amount of time when interacting with others; demonstrated ability to interact with guests, employees and third parties that reflects highly on the venue, the brand and the Company.

Excellent computer skills including MS Word, PowerPoint, Excel and producing BEOs and sales contracts.

Reading and writing abilities are utilized often when completing paperwork and management reports, interpreting results, giving and receiving instructions.

Ability to effectively communicate information and ideas

Ability to as build and maintain relationships

Ability to work collaboratively with all individuals on the team, including General Managers, Kitchen Managers and banquet staff

Mathematical skills, including basic math are utilized frequently.

Problem solving, reasoning, motivating, and organizational skills are used often.

Ability to travel to attend workshops, tradeshows, conventions, etc.

May require a valid Driver's License.

Required to work weekends and late nights, along with daytime office hours.

The Assistant Event & Wedding Coordinator Position requires the ability to perform the following :

Frequently standing up or moving within and outside of the facility safely and efficiently.

Must be able to move about assigned venue safely, with ease, and record guest information.

Carrying or lifting items weighing up to 30 pounds.

Handling objects, such as promotional items, computer keyboard and phone.

Bending, stooping, kneeling.

May be required to work nights, weekends, and / or holidays.

Equal Opportunity Employer

This employer is required to notify all applicants of their rights pursuant to federal employment laws.

For further information, please review the Know Your Rights notice from the Department of Labor.