Event Planner

Life in Pittsburgh; Pittsburgh (Allegheny County); On-site; USD 45,000 - 65,000; Full time

Job summary

Phipps Conservatory and Botanical Gardens in Pittsburgh is seeking an Event Sales Supervisor to support the Guest Service team. You will oversee event sales across spaces, manage timelines, and coordinate with caterers and vendors to ensure smooth events.

The role requires strong guest service, organizational skills, and proficiency with Microsoft Office and TripleSeat CRM. Evening and weekend hours are expected as needed to support events.

Qualifications

• Must have exceptional guest service skills and strong organizational skills.
• Excellent written and verbal communications skills.
• Microsoft Office experience; TripleSeat CRM experience a plus.
• Ability to work in a fast-paced environment.
• Ability to communicate enthusiastic support of Phipps' mission.

Responsibilities

• Serve as primary staff person responsible for event sales of individual spaces within or the entire Conservatory.
• Prepare and maintain overall timelines/time flows for events.
• Manage event communications, banquet event orders (BEO), event floor plans, contracting and other interactions within TripleSeat CRM.
• Coordinate with caterers, rental companies, musicians, etc., prior to events to determine logistics and floor plans.
• On day of event, provide onsite event organization and oversight of clients, staff and vendors.
• Direct event assistants during events.
• Develop good working relationship with all departments involved in event sales and special events.
• Maintain prompt, responsive communications with leads, booked clients, vendors and other partners.
• Develop good relationships with all clients.
• Schedule appointments and meet with leads to view available options.
• Participate in the development of short- and long-range planning for the department in accordance with the Conservatory’s goals and objectives.
• Maintain accurate, organized and up-to-date record-keeping in Tripleseat CRM.
• Responsible for ensuring accurate income reports and deposits of money received.
• Prepare appropriate acknowledgements.
• Assist in planning and execution of internal events such as May Market, seasonal fundraising galas, performing arts collaborations, etc.
• Perform other activities and duties as requested for proper Conservatory operation.

Skills

Guest service

Organizational skills

Microsoft Office

TripleSeat CRM

Fast-paced environment

Mission alignment

Education

Associate's or bachelor's degree in business

Tools

TripleSeat CRM

Job description

TITLE: Event Sales Supervisor

DEPARTMENT: Guest Service

REPORTS TO: Senior Event Sales Manager

GENERAL SUMMARY: Under the direction of the Senior Event Sales Manager, the Event Sales Supervisor will assist with all aspects of the event sales department, with priority on the scheduling and management of all Conservatory event sales.

Phipps Conservatory and Botanical Gardens is an equal opportunity employer that is committed to attracting and retaining a diverse staff. We strive to create a working environment that is inclusive, equitable and welcoming as we honor employee experiences, perspectives, and unique identities.

PRINCIPAL DUTIES AND RESPONSIBILITIES

• Serve as primary staff person responsible for event sales of individual spaces within or the entire Conservatory.
• Prepare and maintain overall timelines/time flows for events.
• Manage event communications, banquet event orders (BEO), event floor plans, contracting and other interactions within TripleSeat CRM.
• Coordinate with caterers, rental companies, musicians, etc., prior to events to determine logistics and floor plans.
• On day of event, provide onsite event organization and oversight of clients, staff and vendors. Coordinate cleanup and inspect spaces for damages.
• Direct event assistants during events.
• Develop good working relationship with all departments involved in event sales and special events.
• Maintain prompt, responsive communications with leads, booked clients, vendors and other partners.
• Develop good relationships with all clients.
• Schedule appointments and meet with leads to view available options.
• Participate in the development of short- and long-range planning for the department in accordance with the Conservatory’s goals and objectives.
• Maintain accurate, organized and up-to-date record-keeping in Tripleseat CRM.
• Responsible for ensuring accurate income reports and deposits of money received.
• Prepare appropriate acknowledgements..
• Assist in planning and execution of internal events such as May Market, seasonal fundraising galas, performing arts collaborations, etc. as needed.
• Perform other activities and duties as requested for proper Conservatory operation.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED

• Must have exceptional guest service skills and strong organizational skills.
• Excellent written and verbal communications skills.
• Considerable knowledge of computers, with Microsoft Office suite and TripleSeat CRM experience a plus.
• Ability to work in a fast-paced environment.
• Ability to communicate enthusiastic support of Phipps' mission.

PHYSICAL, MENTAL AND SENSORY DIMENSIONS

• Physical mobility: sitting, standing, walking, lifting/carrying objects up to 30 pounds; manual dexterity to operate keyboard.
• Mental effort: reading, writing, analyzing, and visualizing.
• Sensory requirement: Ability to communicate and respond both in person and over the phone to the general public, staff and volunteers in a friendly manner.

WORKING CONDITIONS

• Ability to provide own transportation to perform principle responsibilities.
• Will require evening and weekend work.
• Will have occasion to work in or pass through any area of the Conservatory or growing houses.

MINIMUM POSITION GUIDELINES (Education, Experience and Certification)

• Associate's or bachelor's degree in business or relevant field preferred.
• Previous experience in event supervision, customer service or catering preferred.
• Must hold a current Pennsylvania driver's license and be insurable by the Conservatory.
• Must be RAMP certified within their first month of employment.

Revisions, additions or deletions to this job description may be made at any point.