Minnesota Landscape Arboretum Reservations Specialist Job at University of Minnesota
This position is a 100% time (12 month) AFSCME Unit 6 position, responsible for assisting the Private Events and Corporate Manager, at the Minnesota Landscape Arboretum located in Chaska, to manage and achieve the Reservations earned revenue goals. This position is responsible for booking and executing facility rentals (weddings, social, & corporate) and Event facilitation and other potential revenue producing activities. This position will requires superior customer service with an ability to work with a diverse group of clientele, attention to detail, and a strong knowledge of the Arboretum’s capabilities.
JOB DESCRIPTION:
50% - Reservations and Room Rentals Private Events & Corporate
Work one on one with clients to imagine, source, negotiate, propose, plan and implement events that delight, inspire, meet & exceed client expectations.
- Advise and consult with clients interested in room/party rental
- Make recommendations to provide clients with knowledge to create their event and, in turn, increases revenue for the Arboretum
- Complete reservation forms including directions for setups and food service requests
- Send confirmation letters and use license agreements for rentals to clients
- Assist Private Events Manager and Corporate Managers with negotiating contracts for all social and corporate rentals
- Assist Private Events with strategic planning
- Enforce rental policies, procedures, and license agreements for social and corporate functions
- Provide superior customer service to ensure repeat business
- Attend local networking events to reach out to new potential clients
- Act as Reservation/Events Lead on assigned days, evenings and weekends for all groups on site
40% - Wedding Reservations
- Advise, consult and makes recommendations with clients to book wedding venue, coordinate wedding plans and logistics for wedding ceremony, reception, and dinner
- Prepare final documents and contracts
- Maintain spreadsheet for signed contract and payment schedule
- Prepare room diagrams for custodial staff setup and catering service
- Act as lead on-site contact for weddings one weekend day per week
10% - Events and Exhibits
Work with teams from across the Arboretum to envision, develop, propose and deliver seasonal events that engage, delight and inspire increasing numbers of visitors from a diverse target audience.
- Assist Event & Exhibits Manager on projects assigned by Private Events Manager from start to finish – including meeting revenue targets and event goals and objectives
- Source, negotiate, and maintain positive relations with vendors and suppliers
- Act as on-site coordinator for events that require supervision as needed
- Be on site for events to pre-check event details, run through pre-event checklist with teams and assure quality delivery
- Assist with the day of duties for fundraising events such as Gala and Toast & Taste
- Miscellaneous filing and administrative duties
- Other duties as assigned by Private Events Manager
- High school diploma/GED and four years operations and/or student support experience. Training/education may be substituted for some of the experience
- Excellent written, oral and interpersonal communication skills
- Exceptional interpersonal and customer service skills
- Very strong organizational, budget & project management skills
- Experience with Microsoft Word, PowerPoint, Excel
- Track record of success planning and delivering successful events
- Successful completion of a background check
PREFERRED QUALIFICATIONS:
- Experience with event planning software, including EventPro
- Experience and/or familiarity with public gardens, museums, or like organizations
- Familiarity and established relationships within the event planning/hospitality industry
Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will have the opportunity to complete an online application for the position and attach a cover letter and resume.
Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.
To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-UOHR (8647).
The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.
The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu
Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.
Please note: All employees at the University of Minnesota are required to comply with the University’s Administrative Policy: COVID-19 Vaccination and Safety Protocol by either providing proof of being fully vaccinated on their first day of employment, or complete a request for an exemption for medical exemption or religious reasons. To learn more please visit: https://safe-campus.umn.edu/return-campus/get-the-vax
The University of Minnesota, Twin Cities (UMTC)
The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.
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