Small Meeting Coordinator/Administrative Assistant

POSITION TITLE: Small Meeting Coordinator/Administrative Assistant
DEPARTMENT: Special Events
REPORTS TO: Sales and Special Events Manager
FLSA STATUS: Non Exempt

JOB SUMMARY
The Small Meeting Coordinator/Administrative Assistant is primarily responsible for administrative duties for the Special Events Team, ensuring that revenue goals are achieved or exceeded by proactively prospecting, facilitating and closing small group business opportunities (25 guest or less) as well as event detailing.

ESSENTIAL DUTIES AND RESPONSIBILITIES

ADMINISTRATIVE ASSISTANT (50%)
First point of contact between the client and the Garden. Answer phone, respond to voicemail and internet messages, field general inquiries from prospective clients regarding facilities rentals.
Provide administrative and customer support to Sales and Special Events Department.
Prepare sales-related documents throughout the sales process (e.g., proposals, contracts, or banquet event orders).
Gather materials and assemble information packages (e.g., brochures, promotional materials, operations meeting packets, signage, etc).
Enter and retrieve information contained in computer databases to update records, files, and bookings.
Prepare letters, memos, and other documents using word processing, spreadsheet, database, or presentation software.
Create and maintain computer- and paper-based filing and organization systems for records, reports, and documents.
Compile, copy, sort, and file records of office activities, business transactions, and other activities including operations meeting packets.
Plan meetings and schedule appointments assuring proper notification of all parties and the even flow of daily activities for the department.
Maintain all event related paper and electronic files, ensuring complete and accurate documentation.
Establish procedures to organize department activities.
Maintain weekly garden event calendar as well as maintain the Piedmont Park joint calendar.

SMALL MEETING COORDINATOR – 25 GUESTS OR LESS (50%)

Identify new business that fits sales parameters by using a wide variety of means/tools
Prospect new business through individual creativity and innovation
Negotiate contracts, ensuring that all pertinent aspects of solicitation and closing are complete and documented
Maintain accurate information in sales management tool,Delphi fdc, on all new and ongoing leads and accounts, including solicitation efforts and all activities up to date
Follow proper event management procedures for event execution to include, but not limited to, BEO creation, forecasting, resume communication, all event details.
Produce accurate contracts, banquet/catering event orders and resumes within 24 hours
Maintain accurate and timely communication
Conduct site inspections, local sales calls and attend appropriate trade shows and client events
Create a dynamic and positive relationship with customer from sales phase through on site execution of event

Email Resume to Susan Boulware at sboulware@atlantabg.org

The above job duties and responsibilities describe the general nature and level of work for employees in this position, but this is not intended as an exclusive or all-inclusive inventory of all duties required of employees in this job.

It is the policy of Atlanta Botanical Garden to provide equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law. In addition, Atlanta Botanical Garden will provide reasonable accommodations for qualified individuals with disabilities.