Specialist, Event Services
Guilford Technical Community College
Jamestown, NC
Full-time
Health Care Provider
Posted on January 28, 2022
#RPM
Reporting to the Conference Center Director, the Event Services Specialist is responsible for providing a wide variety of event planning and logistical support to The Conference Center at GTCC and The Clubhouse at Cameron Campus (the venues), as well as its clientele. The incumbent will be able to successfully plan and execute events from the proposal phase to completion, by liaising with clients and vendors and providing superior customer service, resulting in a high-quality final product. H/She will be responsible for general oversite of his/her day to day events and operations as well as participate in prospecting, CRM and marketing efforts of the venues. The Specialist will work and communicate with a variety of clientele across multiple market segments and maintain excellent client relationships with the goal of generating both new and repeat business. The Event Services Specialist will also provide overall support to the venues by assisting with special projects & initiatives, process development & improvement, purchasing & budgeting and routine daily operational tasks. This position will require flexible work hours, to accommodate the needs of the events and clients, including some nights and weekends.
Reporting to the Conference Center Director, the Event Services Specialist is responsible for providing a wide variety of event planning and logistical support to The Conference Center at GTCC and The Clubhouse at Cameron Campus (the venues), as well as its clientele. The incumbent will be able to successfully plan and execute events from the proposal phase to completion, by liaising with clients and vendors and providing superior customer service, resulting in a high-quality final product. H/She will be responsible for general oversite of his/her day to day events and operations as well as participate in prospecting, CRM and marketing efforts of the venues. The Specialist will work and communicate with a variety of clientele across multiple market segments and maintain excellent client relationships with the goal of generating both new and repeat business. The Event Services Specialist will also provide overall support to the venues by assisting with special projects & initiatives, process development & improvement, purchasing & budgeting and routine daily operational tasks. This position will require flexible work hours, to accommodate the needs of the events and clients, including some nights and weekends.
- Works in concert with The Conference Center Director and Staff as well as vendors and other College Departments to ensure resources are in place as needed for accurate and smooth event execution on a daily basis. Distributes weekly reports to communicate venue details. Opens and closes the venues as needed/scheduled.
- Plans and coordinates events for both The Conference Center at GTCC and The Clubhouse at Cameron Campus. Responds to inquiries in a timely manner. Is knowledgeable about the facility and is able to advise on accommodations, configurations, food and beverage, audio visual, pricing and general event related aspects. Uses event management software (Ungerboeck Systems International) to create professional sales proposals that ensure profitability, to schedule events & applicable resources and to generate rental contracts. Completes planning checklists throughout the planning process and communicates with clientele via email, phone and/or face to face, to plan meetings & events through event completion. Finalizes event resumes for distribution to the team and clientele prior to the event.
- Prospects outstanding sales proposals (and new business) in an effort to increase revenues and generate clientele. Logs prospecting activities according to weekly goals. Participates and contributes in weekly sales meetings. Generates ideas for prospecting and obtaining new business. Conducts venue tours for clients both as a means of sales/prospecting and throughout the planning phase as needed.
- Maintains accurate invoicing records throughout the lifecycle of the event. Is responsible for assigning appropriate payment plans, invoicing events in a timely manner and following up on payments due. Ensures payment has been received prior to the event or 30 days post event based on payment plan schedule.
- Works closely with exclusive caterer to secure food and beverage arrangements for events; Confirms details, pricing and arrangements with the vendor. Works with other vendors as needed to secure rentals, equipment and services per the event requirements.
- Contributes to marketing efforts of the venues by attending meetings, assisting with newsletter, website & social media content and engaging in overall marketing plan and initiatives.
- Cross-trains in College Event Scheduling (which is also managed by The Conference Center department) for alternate GTCC Campuses. Is familiar with scheduling software used by the College (Ad Astra) and is able to assist with basic college event scheduling requests, bookings, cancellations and policy questions.
- Assists with special projects, processes and process improvement of the venues, purchasing needs and other tasks as needed in support of the overall operation and Conference Center Director.
- Stays abreast of trends in the meetings market and conference center industry.
- Provides excellent customer service in all situations. Maintains a professional appearance and demeanor at all times.
- Demonstrate and model the College’s employability skills: adaptability, communication, information processing, problem solving, responsibility and teamwork.
- Participate in national, regional and state professional development initiatives to improve knowledge and skill base
• Fast paced events environment that requires constant multi-tasking with frequent interruptions from both clients and team members.
• Position is located on a multi-purpose campus that houses students and staff as well as Conference Center operations and multiple college divisions. A wide variety of knowledge is required to accommodate a myriad of visitors and clients.
• Irregular work hours are often required in peak periods to include early mornings and overtime hours. Some evenings and weekends will be required.
• Position is located on a multi-purpose campus that houses students and staff as well as Conference Center operations and multiple college divisions. A wide variety of knowledge is required to accommodate a myriad of visitors and clients.
• Irregular work hours are often required in peak periods to include early mornings and overtime hours. Some evenings and weekends will be required.
• Conference Center Team Members
• External Clients (established and prospective)
• Vendors (Catering, Rental, Courier or Other)
• GTCC Leadership and Students, Faculty, Staff and the General Public within the Campus Building
• GTCC Departments (Facilities, ITS, Campus Police)
• External Clients (established and prospective)
• Vendors (Catering, Rental, Courier or Other)
• GTCC Leadership and Students, Faculty, Staff and the General Public within the Campus Building
• GTCC Departments (Facilities, ITS, Campus Police)
- Bachelors’ Degree from a regionally accredited institution in a field related to the functions and activities associated with the job. Desired degrees include, but may not be limited to: Hospitality Management, Event Planning, Communications, Marketing, Business Administration, Project Management, etc.
- A minimum of three years of full-time successful experience in a conference center, convention center, special events venue or catering operation; with documented experience in event operations.
- A minimum of two years as a successful supervisor.
- A valid NC or other state issued driver’s license.
- Able to meet the qualifications for bonding in the State of NC.
- A minimum of five years of full-time successful experience in a conference center, convention center, special events venue or catering operation; with documented experience in sales and marketing and event operations.
- A minimum of three years as a successful supervisor in the field.
• Superior customer service and relationship building skills;
• Excellent oral and written communication skills
• Active listening and reasoning ability, with quick problem-solving skills
• Ability to work efficiently and calmly under pressure or stress
• Comfortable working with the public and with large crowds
• Ability to create sales proposals, research for prospects and make solicitations
• Excellent follow-up and organizational skills
• Punctuality and flexibility in time management
• Leadership and supervisory skills
• Understanding of audio and visual technologies utilized in conference facilities
• Experience with event planning software and CRM databases
• Experience in managing hospitality vendors
• Computer proficient in Microsoft Office Products (Word, Excel, Power Point)
• Maintains professional demeanor at all times; Consistently neat & professional in appearance and grooming
• Excellent oral and written communication skills
• Active listening and reasoning ability, with quick problem-solving skills
• Ability to work efficiently and calmly under pressure or stress
• Comfortable working with the public and with large crowds
• Ability to create sales proposals, research for prospects and make solicitations
• Excellent follow-up and organizational skills
• Punctuality and flexibility in time management
• Leadership and supervisory skills
• Understanding of audio and visual technologies utilized in conference facilities
• Experience with event planning software and CRM databases
• Experience in managing hospitality vendors
• Computer proficient in Microsoft Office Products (Word, Excel, Power Point)
• Maintains professional demeanor at all times; Consistently neat & professional in appearance and grooming
• Multipurpose campus that includes: The Conference Center at GTCC, The Clubhouse at Cameron Campus, Business & Industry Division, Workforce & Continuing Education, Curriculum Students, Continuing Education Students
• Interacting on a daily basis with students, staff, faculty, visitors and conference center clientele
• Knowledgeable in college scheduling software tools and “Use of Facilities” Policy & Procedures, as well as Cameron Campus customized training areas to include Industry Flex Labs and Model Warehouse
• Able to work a flexible schedule
The following (compliance) training is required and must be completed within the first 30 days of hire with annual refresher training thereafter:
• Ethics
• Safety/Shooter on Campus
• Personal Information Protection Training (PIP)
• Anti-Discrimination/Harassment& Title IX
• Other training may be required as determined applicable.
• Interacting on a daily basis with students, staff, faculty, visitors and conference center clientele
• Knowledgeable in college scheduling software tools and “Use of Facilities” Policy & Procedures, as well as Cameron Campus customized training areas to include Industry Flex Labs and Model Warehouse
• Able to work a flexible schedule
The following (compliance) training is required and must be completed within the first 30 days of hire with annual refresher training thereafter:
• Ethics
• Safety/Shooter on Campus
• Personal Information Protection Training (PIP)
• Anti-Discrimination/Harassment& Title IX
• Other training may be required as determined applicable.
• Conduct administrative work daily, which includes supervision, evaluation, coordinating and orchestrating.
• Able to work flexible hours when needed to include: early mornings, late evenings and/or weekends.
• Position will require standing for extended periods of time, as well as stooping, walking, climbing and bending. Lifting up to 25lbs may be required.
• Must be a licensed driver due to the fact that when performing duties, it may be necessary to travel to one of several locations as part of the job function.
• Able to work flexible hours when needed to include: early mornings, late evenings and/or weekends.
• Position will require standing for extended periods of time, as well as stooping, walking, climbing and bending. Lifting up to 25lbs may be required.
• Must be a licensed driver due to the fact that when performing duties, it may be necessary to travel to one of several locations as part of the job function.