Lead Event Planner

4 weeks ago

Vancouver, British Columbia, Canada AMS of UBC Full time

Lead Event Planner - AMS of UBC

The Alma Mater Society (AMS) serves the University of British Columbia's (UBC) student community, enhancing the academic, social, and personal experiences of its 56,000 students. The AMS operates various food and beverage outlets, a catering and conference service, and the AMS Student Nest, which provides employment opportunities on campus and reinvests revenue to support UBC students.

Position Overview:

The Lead Event Planner is responsible for the proactive selling, organizing, and executing of conferences, weddings, trade shows, business meetings, and catered events for commercial clients. This role requires a commitment to client satisfaction while adhering to AMS policies and procedures.

Key Responsibilities:

  • Drive sales by planning, booking, and executing events in collaboration with the operational team to meet and exceed sales targets.
  • Actively seek new business opportunities and maintain relationships with civic and industry organizations, corporate contacts, and event representatives.
  • Provide event consultation and planning services, assessing client needs and recommending tailored services, including upselling food and beverage options.
  • Oversee logistics for a diverse range of events, including catering, meetings, and conferences.
  • Coordinate with internal service departments to ensure exceptional customer satisfaction.
  • Manage contracts, payments, invoicing, and other financial matters in accordance with AMS procedures.
  • Distribute feedback surveys to clients who have utilized AMS catering and conference services.
  • Promote a positive, service-oriented image of AMS to all potential clients.
  • Provide on-site support for clients and foster strong working relationships.
  • Compile ongoing sales activity reports for the sales team.
  • Conduct site tours and visits with prospective clients.
  • Execute daily sales calls as outlined in the AMS sales strategy.
  • Track all activities using the society's CRM system.
  • Stay informed about industry trends.
  • Align operations with the AMS mission statement and values to ensure departmental success.
  • Perform additional duties as required.

Qualifications and Experience:

  • A minimum of 2 years of post-secondary education in a relevant field.
  • At least 4 years of experience in customer service and sales, preferably within the hospitality or tourism sectors.
  • Proven success in achieving sales goals and familiarity with effective selling techniques.
  • Ability to engage effectively with students and external clients in a positive manner.
  • Strong organizational, administrative, and interpersonal skills, particularly in conflict resolution.
  • Experience in event coordination or meeting planning is advantageous.
  • Familiarity with tracking sales activities and managing sales budgets.
  • Capacity to prioritize tasks and work collaboratively in a team environment.
  • Ability to work under pressure and take initiative.
  • Basic proficiency in MS Office suite.
  • Knowledge of event management software is a plus.
  • Excellent communication skills.

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