The Group Sales & Events Coordinator is an experienced, creative, and collaborative professional who will support all functions of Group Visits, Museum-wide events, and cultural celebrations.
The Group Sales & Events Coordinator will be responsible for coordinating and scheduling museum visits for schools, camps, tour, corporate, and travel groups as well as providing assistance to the Manager of Museum Events during special events and cultural celebrations.
Reporting to the Group Sales Manager, this position will have accountability for responding to group visit inquiries, planning group visits, and processing payments as well as assisting in contracting outside performers, ordering, and tracking event supplies, and providing day-of event support. This position serves as a key external representative of the Museum and supports the Museum’s commitment to provide excellent customer service and operational support to deliver outstanding experiences.
Group Sales Coordination (70% of time)
- Respond to all group visit inquiries and make reservations.
- Plan and organize each group visit including any room reservations.
- Serves as the day of point of contact with Group leaders including welcoming and checking-in groups when they arrive and processing remaining payments upon arrival.
- Coordinate group arrival and program schedule with Visitor Experience and Museum Learning teams.
- Engage with groups throughout their visits to ensure a positive museum experience.
- Maintain data for each group visit in PTM database, Altru.
- Make sales calls and emails to key group sales contacts.
- Protect integrity of ticket sales plan by upholding ticket price points by segment.
- Receive admissions training and assist the team as needed including but not limited to visitor/member customer service and visitor/member check-in.
- Attend appropriate trade shows/webinars to promote group sales at the Museum.
- Perform other functions as assigned.
Event Support (30% of time)
- Assist in the development and execution of a variety of engaging Museum events and cultural celebrations that support learning through play for young children and their families.
- Assist in serving as event day point of contact including facilities, logistics, catering, A/V, rentals, décor, performers, wayfinding, internal staffing, security, etc.
- Assist with contracts and payment for outside talent and performers.
- Support in ordering and managing inventory of special event décor, giveaways, props, premium items, etc.
- Utilize and maintain all documentation related to Museum-wide events and cultural celebrations.
- Strong cultural competency and an openness to learn about communities different than your own.
- Ability to work weekends, evening hours, and holidays as needed and assigned.
- Experience in group sales of admissions to attractions and event coordination is preferred.
- Self-starter who is inspired by the creative process to develop meaningful Museum experiences.
- Highly responsive, flexible, and adaptable.
- Excellent customer service and communication skills, oral and written.
- Strong computer skills are required and experience with project management software (Asana) and database/ticketing system is preferred (Blackbaud/Altru)
- Good working knowledge of Microsoft Office and Google suites.
- Demonstrated ability to complete work duties independent of supervision.
- Ability to work in a fast-paced environment, analyze situations and respond quickly to deliver effective solutions.
- Must have PA Act 153 clearances (PA criminal history, FBI fingerprints, and PA Child Abuse) completed prior to hire.
- All employees are required to have COVID-19 vaccination, COVID-19 booster, and flu vaccination, as a term and condition of employment.
Physical Requirements & Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Is regularly required to use hands to finger, handle, or feel.
- Must be able to reach with hands and arms.
- Must be able to use hands and fingers continuously.
- Is frequently required to stand and walk; will frequently be required to move from one position to another.
- Ability to perform the physical requirements of the position, i.e., pushing, pulling, reaching, bending, squatting, kneeling, climbing.
- This job is performed in an office environment. The employee must be able to focus on assigned tasks where activity and interruptions are constant and demanding.
- The noise level in the work environment is typically moderate but ongoing, noise level may be overstimulating at times.
- The individual performing this job must be comfortable in an environment where people are coming and going regularly.
- Ability to walk up and down flights of stairs; and stand for periods of time every day.
The statements in this job description are intended to describe the general nature and level of work being executed by the employee assigned to this position. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of the position or individual. Other duties may be required in addition to those outlined.
Please Touch Museum offers an excellent work environment, benefit, generous time off package and competitive salary. To apply for this opportunity, please fill out our online application. Should you have questions on the application process or require assistance in completing our application, please email email@example.com.
It is the policy of Please Touch Museum to ensure equal employment opportunity without discrimination or harassment on account of a person’s race, color, religion, creed, sex, gender, gender identity or expression, sexual orientation, pregnancy, national origin, age, citizenship, marital status, family status, veteran status, genetic information, disability or any other protected group or status.
Equal opportunity is applied in all aspects of the employment relationship and personnel actions, including but not limited to, recruiting, hiring, orientation, assignment, employee development, discipline, promotion, demotion, transfer, assignment, separation, pay and compensation, benefits, layoff and recall, granting of and return from leave of absence, training and education, employee facilities, and social programs. Furthermore, all employment decisions, policies, and practices are in accordance with applicable federal, state, and local anti-discrimination laws.