Sales & Event Assistant in Rochester, Michigan at Continental Cregars LLC

Sales & Events Assistant

About Meadow Brook Hall
A National Historic Landmark, Meadow Brook Hall is the historic estate built by Matilda Dodge Wilson, widow of automotive pioneer John Dodge, and her second husband, lumber broker Alfred Wilson. Constructed between 1926 and 1929, Meadow Brook Hall is recognized as one of the finest examples of Tudor Revival architecture in America.

Located on the campus of Oakland University in Rochester, Michigan, Meadow Brook Hall provides a distinctive setting for weddings, corporate events, social celebrations, fundraising events and other special occasions.

Summary of Position

The Sales & Events Assistant supports the Sales & Events Department throughout the event lifecycle, from initial inquiry and sales support through event planning, preparation and execution.

This position reports directly to the Sales Manager and works closely with the Director of Sales & Events, Manager of Events and Event Coordinators. The Sales & Events Assistant plays an important role in maintaining an organized, responsive and high-performing department by supporting incoming leads, client communication, event documentation, vendor requirements, site visits, administrative responsibilities and on-site event coordination.

The ideal candidate is highly organized, personable and detail-oriented, with the ability to manage multiple priorities while providing exceptional service to clients, guests, vendors and internal team members.

This position also provides on-site support for events taking place throughout Meadow Brook Hall's estate, grounds, gardens and event spaces. The work schedule will vary based on the event calendar and may include evenings, weekends and occasional holidays.

This position is employed by Continental Cregar’s LLC at Meadow Brook Hall under the terms of the Food and Beverage Services Agreement between Continental Cregar’s LLC and Oakland University.

Duties & Responsibilities
Sales & Administrative Support
Provide day-to-day administrative and sales support to help maintain an organized, responsive and efficient Sales & Events operation.
Document and maintain incoming sales leads, client information, event details, follow-up activity and lead statuses in Caterease accurately and within established departmental timelines.
Assist with initial client outreach and maintain appropriate follow-up with prospective clients according to established departmental procedures.
Track open inquiries and outstanding leads to help ensure prospective clients receive timely communication and sales opportunities are not lost due to lack of follow-up.
Gather information needed to properly qualify inquiries and identify leads requiring additional attention from the Sales Manager or appropriate member of the sales team.
Assist with closing inactive or unresponsive leads according to established procedures to maintain accurate sales reporting and pipeline information.
Support the sales process through client communication and the preparation of proposals, event information and other sales-related materials.
Assist with scheduling, preparing for and conducting client site visits and venue tours.
Gather, track and maintain vendor Certificates of Insurance (COIs) and other required documentation.
Follow up with clients and vendors regarding outstanding information, documentation and event requirements.
Maintain organized and accurate electronic event files, client records and departmental documentation.
Assist with preparing information for weekly sales reporting and departmental meetings.
Support monthly wedding open houses, including preparation, client and guest check-in, event support and other responsibilities as needed.
Assist with research related to local and regional competition, industry trends and potential sales opportunities as directed by the Sales Manager or Director of Sales & Events.
Provide additional departmental support as needed to accomplish the goals of the Sales & Events Department.
Event Planning & Coordination Support
Work closely with the Manager of Events and Event Coordinators to support the planning and successful execution of assigned events.
Attend scheduled event meetings to become familiar with client expectations, timelines, vendors, layouts, special requests and other important event details.
Assist with client and vendor communication related to event planning and preparation.
Review event documentation and timelines to help ensure necessary information has been received and communicated to the appropriate departments.
Assist with vendor coordination, including arrival information, deliveries, access requirements and required documentation.
Assist with organizing and tracking client personal items, décor and other event materials.
Support event preparation and other planning responsibilities as assigned.
Develop a strong working knowledge of Meadow Brook Hall's event spaces, policies, procedures and operational requirements.
Day-of-Event Responsibilities
Work closely with the Manager of Events, Event Coordinators, banquet team and other operational departments to support successful event execution.
Inspect assigned event spaces prior to guest arrival to confirm setups are complete and consistent with event specifications, including room configuration, tables, chairs, audiovisual requirements and other essential details.
Walk event spaces, grounds and client areas prior to events to ensure they are clean, organized, properly staged and guest-ready.
Attend pre-shift meetings with the banquet team to review essential client details, timelines and special requests.
Assist with vendor arrivals, deliveries and event setup.
Assist with the check-in, organization, setup and return of client personal items and décor.
Support ceremony coordination, including processionals, recessionals, photography timing and other client requests.
Assist the Event Coordinator in maintaining the established event timeline and communicating necessary adjustments to appropriate team members.
Welcome clients and guests and provide responsive, friendly and professional service throughout the event.
Direct guests to appropriate locations and assist with seating and other guest needs as necessary.
Maintain awareness of guest activity and event spaces during ceremonies, speeches, blessings, toasts and other key moments to minimize unnecessary interruptions.
Maintain a visible and professional presence throughout assigned events.
Proactively identify potential concerns and promptly communicate them to the Event Coordinator, Manager of Events or appropriate operational team member.
Assist wherever necessary to ensure events are executed according to Meadow Brook Hall's service standards and client expectations.
Professional & Departmental Expectations
Understand and adhere to applicable company policies, procedures, standards, specifications, guidelines and training programs.
Maintain a professional appearance, positive attitude and friendly demeanor when interacting with clients, guests, vendors and colleagues.
Provide responsive, courteous and professional service at all times.
Demonstrate initiative and take ownership of assigned responsibilities while working collaboratively as part of a team.
Continually develop knowledge and skills related to hospitality, sales, events and customer service.
Develop and maintain knowledge of Meadow Brook Hall's history, event spaces and overall guest experience.
Maintain confidentiality and professionalism when handling client, event and company information.
Understand and comply with applicable federal, state and local health, safety and labor requirements.
Perform additional responsibilities as assigned by the Sales Manager, Manager of Events or Director of Sales & Events.
Minimum Qualifications
Excellent written and verbal communication skills.
Strong organizational skills and attention to detail.
Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
Strong interpersonal and customer-service skills with the ability to communicate professionally with clients, guests, vendors and colleagues.
Ability to take direction while demonstrating initiative and sound independent judgment.
Ability to work effectively and collaboratively within a team environment.
Ability to maintain composure, professionalism and focus in a variety of situations.
Proficient computer skills with the ability to learn event-management, CRM and related software systems.
Ability to work a flexible schedule based on business and event needs, including evenings, weekends and occasional holidays.
Ability to perform the physical requirements of the position, including sitting, standing and walking for extended periods.
Must be at least 18 years of age.
Preferred Qualifications
Previous experience in hospitality, catering, events, sales, customer service or a related field.
Experience working directly with clients and vendors.
Experience with CRM, catering or event-management software; Caterease experience is preferred but not required.
Interest in professional growth within event sales, planning, hospitality or venue management.