Wedding & Event Associate

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.