PRIMARY PURPOSE The Glen Eyrie Event Planner and Sales Assistant (emphasis on day event coordination) shall serve The Navigators and fulfill the responsibilities listed below in the spirit of The Navigators calling, values and purpose: To advance the Gospel of Jesus and His kingdom into the nations through spiritual generations of laborers living and discipling among the lost.
This position primarily handles inquiries related to group sales and tracks them in Active Campaign. This position also assists the sales team with lead management and pending contracts to ensure accurate documentation. Additionally, this position coordinates event logistics, using event management software, to align responsibilities and timelines across departments to ensure seamless execution and exceed client expectations.
ESSENTIAL FUNCTIONS (90%) - Respond to phone calls, email leads, and RFPs within 24 hours. Answer live calls during business hours and return voicemails within 24 hours. Execute appointments, calls, prospecting, maintenance calls, networking, and site tours.
- Plan all day and overnight contracted events ensuring excellent guest experience and successful event execution.
- Attend weekly team and operational BEO meetings including Daily Operational Team Huddles for booked and contracted business.
- Coordinate event logistics using event management software to align responsibilities and timelines across departments.
- Be proficient in property-wide Standard Operating Procedures (SOPs) to respond to inquiries and to set guest expectations for bookings.
- Assist with data entry related to group contracts.
- Ensure all booked events adhere to current SOPs; deviations must be approved by the Director of Sales and Marketing.
- Clearly and effectively communicate all business inquiries, contracts, and event details to all departments in a timely manner.
- Ensure day event business bookings are made within 60 days or less or obtain approval from the Director of Sales and Marketing for exceptions.
- Meet or exceed annual day event sales revenue goals through closed business and qualified pending opportunities.
- Accurately track day and overnight event sales activity through the sales pipeline and pace report. Collaborate with the Director of Sales & Marketing to develop and track office analytics.
- Track and report revenue and event statistics monthly, quarterly, and annually with the Director of Sales & Marketing.
- Engage in community networking to build client relationships and increase sales revenue.
Additional Responsibilities (10%) - Participate in developmental events such as Navigator on-site events, cultural development and diversity trainings, or other non-Navigator events as appropriate.
- Participate in the annual, organization-wide Plan and Progress Review (PPR) process.
- Submit expense reports by the 15th of each month.
- Submit time worked weekly through the Workday Time Tracking system.
- Ensure comprehensive use of management software for planning, reporting, and payment processing. Utilizing property management system (Maestro), Microsoft Office, RightSignature, and B4checkin.
- Design client-facing documents to enhance client experience and support sales efforts with Director of Sales & Marketing.
- Manage office inventory and reorder supplies as needed.
- Perform miscellaneous job duties as assigned.
CORE COMPETENCIES - Strong communication, presentation, and people skills
- Enjoys the challenge of multitasking
- Works independently with little supervision
- Strong analytical, interpersonal, organizational, and administrative skills
- Takes initiative to improve self and department
MINIMUM AND PREFERRED QUALIFICATIONS Spiritual: Belief in and adherence to the Statement of Faith and Mission of The Navigators. Has sincere and mature walk with Christ.
Experience: 2+ years of administrative assistance experience required. 2-3 years of hotel sales experience required.
Technical Knowledge & Skills: Microsoft Office experience required. Experience in property management system (Maestro) preferred.
Communication & Leadership: Excellent interpersonal and communication skills, including verbal & written, to create understanding and build strong working relationships required.
Education: 2 years of college education preferred.
Compensation Range: $18.50 - $20.00 per hour
Benefits: High-Deductible Health Plan: Medical, Dental, Vision, HSA, FSA, Life Insurance, Disability, EAP, 401a and 403b retirement options. Up to 15 paid holidays per year, accumulating PTO (vacation, sick, personal). For detailed information, visit navbenefits.org.
The Navigators is committed to creating a diverse and inclusive work environment and is proud to be an equal opportunity employer. The Navigators does not discriminate based on race, color, national origin, sex, age, disability, veteran status, or any other status protected by law or regulation.