Group and Events Coordinator

Summary: Builds the Garden’s group ticket and visitor program and provides outreach to local and national organizations. Coordinates planning and support of the Garden’s group events in conjunction with Visitor Services.

Essential Duties and Responsibilities:

• Develops and attends outreach events in the greater St. Louis community and across state lines to promote the Garden’s programs. 
• Engages in a wide variety of outreach efforts for purpose of promoting the Garden and developing new group and event rental business.
• Manages scheduling of all advance private tours, tram reservations, and room bookings/group catering plans.
• Interfaces with local cultural institutions and other botanical gardens across the nation to pitch collaborative efforts and creates custom garden tour opportunities.
• Identifies and pursues potential clients through referrals, leads, inquiries, phone calls, area research, and attendance at industry tradeshows to meet goals for both new and renewal business.
• Manages Garden group bookings list and develops a strategic plan for creating growth within existing bookings and activate lapsed groups.
• Works closely with the Gardens Visitor Services and Public Events teams, volunteers and contract labor to execute the Garden’s tours, signature events and exhibits.  (Must be able to work nights, weekends, and holidays as necessary).
• Coordinates and communicates relevant information to proper garden staff on daily events, group visits and special requests set ups.
• Creates a quarterly e-mail newsletter for tour group operators both locally and nationally. 
• Overseas the maintenance of the tourism database; and, collaborates with Communications Division colleagues to disseminate Garden newsletters and events calendars to tour and civic groups. 
• Adhere to, support and implement all Garden policies and procedures.
• Ensures that all applicable safety standards are followed; informs employees/students/volunteers of safety guidelines and safe working practices and routinely monitors to enforce them. Adapts or modifies work methods to reduce work hazards. Reports all accidents, injuries and near-miss accidents.
• Behaves and communicates in a manner that promotes and fosters a culture of teamwork and cooperation, within our division and throughout the Garden, with co-workers, supervisors/managers, volunteers, visitors and employees.
• Performs other duties as assigned.

 Supervisory Responsibilities: This position does periodically supervise volunteers, Visitor Services Attendants, and third party contract support.

Core Competencies

• Communication: Combines listening skills, verbal and written communication skills and visitor relation skills.
• Collaboration: Incorporates teamwork, mutual respect, active engagement, cooperation and visitor focus.
• Accountability: Initiative to take ownership of responsibilities, the ability to prioritize and the working knowledge and skills to take action.
• Problem Solving: Blends problem solving skills, judgement and decision making skills along with creativity and resourcefulness.
• Stewardship:  Merges the practical application of the Garden values and support for a positive organizational climate.        

   Qualifications and/or Experience:

• Minimum of two (2) years group sales experience at an attraction.
• Minimum of (5) years’ relative experience coordinating public/private events.
• Knowledge and user experience with Tessitura and Ungerboeck Software a plus.
• Previous guest relations/customer service and volunteer experience; ability to effectively manage and foster professional working relationships.
• Highly visitor-oriented and experience working with the public required.
• Must be a self-starter, creative, flexible, and possess the ability to effectively multi-task to achieve sales goal commitment.
• Demonstrated ability to serve as a media-trained spokesperson; confident in interacting with the media regarding special events.
• Ability to lead and direct a work group and provide quality guest service within a fast-paced mission based public attraction. Strong focus on execution in public environment, attention to detail and accuracy,.
• Exceptional ability to communicate effectively at all levels; must enjoy and feel comfortable interacting and working in close proximity to general public, in a safe and friendly manner, answering questions.
• Demonstrated ability to work collaboratively with internal team members and external organizations for the purposes of creating a commitment to common goals, prioritizing, minimizing obstacles, and executing realistic priorities in a sophisticated environment.
• Demonstrated ability to create various reports and write business correspondence and procedure manuals.
• Willingness and ability to travel (local and domestic).
• Scheduling flexibility that allows working some weekends, evenings, and holidays is required.
• Demonstrates highest level of professional and ethical conduct.
• The Garden is committed to the safety and wellbeing of our employees, volunteers and guests.  All staff are strongly encouraged to receive COVID-19 vaccinations by hire date, and the Garden reserves the right to require future proof of current vaccination status, based on community health department guidelines.  When international travel is necessary for Garden business, staff must be able to obtain visas, vaccinations and immunizations for all countries where travel is required.  
• The requirements and duties listed are representative and not exhaustive of the knowledge, skill, and/or abilities required.

   Education:  

• Bachelor’s degree in Marketing, Communications, or related field.
• An equivalent combination of skills, education and experience may be considered.

Other Skills and Abilities: N/A.

Language Skills:

• Ability to communicate effectively in English (oral and written).
• Bilingual skills desirable (Spanish preferred).

Mathematical Skills:               

• Proficient basic math aptitude - Requires ability to perform addition, subtraction, multiplication and division; calculate percentages and decimals, etc.    

Reasoning Ability:  

• Requires ability to exercise independent judgment to apply facts and principles for developing approaches and techniques to problem resolution.

Computer Skills:

• Proficient experience navigating through various PC applications including, but not restricted to, Microsoft Office suite (i.e., Outlook, Access, Excel, Word).
• Ticketing system experience particularly Tessitura, Ungerboeck, Allseated software suite preferred.
• Solid internet research skills.

Certificates, Licenses, Registrations: N/A

Physical Demands:  

• Principally operates standard office equipment to include computers, copiers, files, fax machines.
• Ability to utilize computer keyboard (typing), walk about facility frequently throughout work day, and sit for extended periods of the work day (may sit up to 75% of work day).
• Ability to occasionally lift and/or carry up to 20 pounds.
• Frequent standing, reaching and stooping.
• May be required to perform tasks at varying heights (i.e., climb step stools, etc.).
• Ability to travel independently for long periods in economy class on airplanes, trains and other conveyances both domestic and international.

Work Environment:   

• Indoor office setting, shared by multiple staff.
• Some off-site meetings will be required.
• Ability to work outdoors in all weather conditions for short periods of time (i.e., in temperatures over 100°F as well as temperatures below 0°F, in rain, snow and other inclement weather conditions as needed).

Contacts with Individuals/Organizations inside/outside the Garden:

• Interacts with visitors, volunteers, members, and Garden employees on a daily basis.
• Vendors
• Exhibitors
• Professional Organizations
• Community Agencies
• Chamber of Commerce Organizations
• External media contacts