Event Sales Coordinator | | Staff | Event Sales | req2613 |

Event Sales Coordinator

FLSA Status: Nonexempt

Months Per Year: 12

Employment Status: Full-Time

Work Model: Hybrid Eligible*

Seattle University will be one of the most innovative and progressive Jesuit and Catholic universities in the world, educating with excellence at the undergraduate, graduate, and professional levels. We embrace an intersectional framework for defining diversity in its broadest sense, including differences in gender, gender identity, race, ethnicity, generational history, culture, socioeconomic class, religion, ****** orientation, national origin, citizenship status, political perspectives, geographic origin and physical ability. Seattle University strives to be a welcome, open and safe campus climate for all who learn, live and work at Seattle University.

Seattle University's Core Competencies

Effective Team Collaboration: Works harmoniously with others towards a common goal, leveraging individual strengths to achieve shared objectives.

Emotionally Intelligent Communication: Engages in a skillful exchange of information, thoughts, and feelings, verbally and non-verbally.

Ethics and Integrity: Demonstrates an unwavering commitment to honesty, professionalism, and alignment with our Jesuit mission in all actions and decisions.

Flexibility and Innovation: Embraces change, approaching problems with curiosity adaptability, and is committed to making positive impact.

Mindful Inclusion: Fosters mindful inclusion by consciously creating a workplace that celebrates differences, embraces cultural humility, and empowers uniqueness.

Outcomes-Driven Orientation: Sets clear objectives, purses excellence, and delivers measurable outcomes while upholding Jesuit Catholic values.

Position Description

The Seattle University Event Sales department (“ES”), is responsible for attracting, engaging, contracting with, coordinating, and invoicing overnight programs in the summer months that utilize university residence halls, as well as external events year-round. ES also coordinates overnight program housing assignments, including a summer intern housing program.

Coordinated events vary widely in complexity and may include large speaking engagements, fundraisers, cultural performances, multi-day conferences and festivals, corporate meetings, athletic tournaments, academic camps, and more.

The Event Sales Coordinator (“ESC”) assists in the development and implementation of client recruitment strategies and materials, conducts site tours, tracks inquiry data, schedules events, coordinates event logistics, and negotiates contracts for external events and conferences. On behalf of clients, the ESC works with internal Seattle University areas (Public Safety, University Events, Facilities Services, etc.) and external vendors (CORT Party Rentals, Quest Events, etc.) to arrange support for client event requirements. After the execution of each program, the ESC invoices the client.

The ESC reports directly to the Director of Event Sales. Event Sales team members actively engage in the University’s mission, vision, and values in addition to delivering an excellent customer service experience.

Event Sales is committed to creating an environment that embraces and celebrates different cultures. We look for team members from diverse backgrounds who understand, or are willing to learn about the complex issues surrounding an equitable and inclusive work environment.

Essential Functions

External Client Relations (30%)
• Helps create marketing plans and materials to attract new clients and retain existing ones; assists in keeping website updated
• Conducts site tours and creates client proposals
• Provides support to the Director of Event Sales on special reports, initiatives, and projects as assigned.

Virtual, Hybrid and In-Person PROGRAM Coordination (30%)
• Utilizes department and university software programs, policies, and procedures to successfully coordinate and document events and overnight programs
• Coordinates scheduling of university spaces, event arrangements (audiovisual equipment setup and support, parking requests, custodial service, external vendor orders, etc.) for clients
• Works with University Events (“UE”) to deliver seamless client experience between working with UE for space setup arrangements and with Event Sales for other logistical needs
• Ensures customers adhere to program deadlines and submit required documentation
• Coordinates virtual and hybrid events using Zoom software
• Coordinates housing arrangements for summer overnight programs
• Creates guest registration platforms through Iris software for applicable clients (2-3 per summer)
• Provides on-site event support and management as needed, occasionally including nights and/or weekends

Financial Tasks (20%)
• Enters charge information into appropriate software; creates accurate client invoices; prepares and records deposits and payments; follows up with clients who do not pay on time
• Researches rates of competitors where possible, studies inflation and other contributory factors for event space use costs, and works with ES Director and campus departments to create rates proposals.

Student Supervision (10%)
• Works with ES Director to hire, train, onboard, and oversee a Student Summer Program Assistant.

Marginal Functions( 5%)
• Policy and Procedure Development and Enforcement assisting in the development of ES policies and procedures; ensures that department and university policies and procedures are followed by clients, campus partners, and vendors.

Campus and External Service Provider Relations (5%):
• Develops excellent working relationships with campus service providers and external vendors to create mutually beneficial work relationships and ensure achievement of the common goal of client satisfaction.
• Performs other related duties as assigned.

Qualifications
• Associate’s degree and/or comparable experience in hotel or event venue sales and operations, facilities management, business operations, or marketing;

or equivalent combination of experience and education to successfully perform the essential job functions
• Demonstrated verbal and written communication and strong interpersonal skills.
• Demonstrated attention to detail and organization skills, ability to self-prioritize, and work on multiple projects concurrently
• Ability to meet inflexible deadlines and manage multiple priorities
• Competency in Microsoft Office applications, especially Outlook, Word, and Excel
• Willingness and ability to occasionally work nights and weekends to oversee and support the execution of events
• All positions at Seattle University require a criminal history background check.

Preferred Qualifications
• Bachelor’s degree and/or event, meeting, or project management certification, or other relevant certifications
• Experienced in a collegiate event/conference environment and/or event sales and coordination
• Proficiency in negotiation, customer service, customer relations management
• Familiarity with software packages including EMS, Social Tables, Iris software, and/or other relevant event software

Application Instructions

Please attach a cover letter with your resume when applying. Job postings are open until filled, unless otherwise specified.

Compensation At a Glance

Salary Range: $52,000 - $60,000

Seattle University has provided a compensation range that represents its good faith estimate of what the University may pay for the position at the time of posting. The salary offered to the selected candidate will be determined based on factors such as the qualifications of the selected candidate, departmental budget availability, internal salary equity considerations, and available market information, and not based on a candidate’s gender or any other protected status.

Your total compensation goes beyond the number on your paycheck. Seattle University provides generous leave, health plans, and retirement contributions that add to your total compensation package.

Benefits At a Glance

Consistent with its fundamental Jesuit values, Seattle University offers a wide range of benefits designed to care for the whole person. Choose from three different medical plans, a dental, and vision insurance programs. Protect your income with life, short & long-term disability coverage. Plan for your future with up to a 10% employer contribution for retirement benefits, comprised of a 5% nonelective employer contribution and an additional dollar-for-dollar match of your voluntary contributions up to a maximum of 5%. You may also take advantage of 100% paid tuition benefits for the employee and dependents, a subsidized transportation benefit, a wellness program with free access to an onsite fitness facility, and a wide variety of campus events. Enjoy a generous holiday schedule, including a paid Holiday break closure in December, vacation and paid sick leave, and paid community service leave. For more information explore the Benefits website at: https://www.seattleu.edu/hr/benefits/

Hybrid Eligible

This position may be eligible for a hybrid schedule after successful completion of an introductory work period of 3-6 months. This may mean that a hybrid eligible role will begin on-campus initially and then will transition to hybrid format following onboarding and training. Flexible work plans are subject to periodic review and may be changed or terminated at any time for any reason at the university’s discretion

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