OAK VIEW GROUP

Oak View Group is the global leader in venue development, management, and premium hospitality services for the live event industry. Offering an unmatched, 360-degree solution set for a collection of world-class owned venues and a client roster that includes the most influential, highest attended arenas, convention centers, music festivals, performing arts centers, and cultural institutions on the planet.

POSITION SUMMARY

The Sales and Marketing Coordinator will work as an administrative assistant to the Events, Sales, and Marketing team. We are seeking an energetic person to provide adminstrative support to all departments at the Convention Centre. The position is entry level into venue management with potential for growth. The position will be located in the main business office providing general office duties not limited to: fielding walk in inquiries, email responses, event support, answering phone calls, client correspondence, supporting various projects related to events and growing convention business.

This role will pay a yearly salary of $45,000 to $60,000 CAD.

For FT roles: Benefits: Health, Dental and Vision insurance, 401(k) savings plan, 401(k) matching, and paid time off (vacation days, sick days, and 11 holidays).

This position will remain open until March 2. 2025

ABOUT THE VENUE

The Penticton Trade and Convention Centre is located in Penticton, BC.

We are located in the Southern Okanagan valley and is situated between two lakes in one of the most desireable locations in Canada.

The Centre is busy with conventions, meetings, trade shows, banquets, and special events throughout the year.

RESPONSIBILITIES

• Work in tandem with the Event Manager to support and lead client communications and event order creation for various event types.
• Assist in the coordination and guidance of processes for clients once booked at the centre. This includes developing, coordinating, and supervising all event related activities for the event. Prepare signage, process payments for deposits, check rooms relative to the floor plan and ensure requested requirements are in place, provide day of event leadership, and post event processes including: post event surveys and billing preparation.
• Learn the steps to create and prepare work orders using the event software
• Track event progress in event booking and management program.
• Provide information to and relay information between other facility departments involved in servicing events.
• Provide support to the sales team for inquiries, compiling information for bids and proposals.
• Prepare sales folders, sales kits and promotions, and correspondence to clients as required.
• Enter and maintain facility user contact information, correspondence, and booking information into the event software; update as necessary.
• Schedule client event calls, debriefs and internal meetings.
• Assisting with a variety of administrative tasks including copying, taking notes, distributing post event surveys, scheduling videography and photography with various departments, and making sales trip travel plans.
• Modify templates and support processes to streamline operations in the convention centre and for our clients.
• Provide creative support to the venue's sales team. Assist with preparing presentations and proposals
• Assist with all grassroots efforts including poster & flier distribution, community appearances and overall expansion of marketing campaigns to maximize event awareness and exposure
• Generate new and creative ideas to attract new events/self-created events and to promote events when booked, including social media and food & beverage promotions
• Event day responsibilities
• Assist with the sales, marketing, and solicitation of new business
• Maintain complete and accurate records for customers
• Coordinate client welcome gifts
• Demonstrate continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service
• Perform all other duties as assigned

QUALIFICATIONS

• Minimum of two (2) years of relevant experience in administration, hospitality, hotel or another multipurpose public assembly facility
• Post-secondary education from an accredited college or university.
• Additional years of experience may be substituted for formal education.
• Excellent communication skills, both written and verbal.
• Proficient in Microsoft Office (Outlook, Word, PowerPoint, and Excel) and Canva.
• Experience with client relationship management software or event software like VenueOps.
• Provide excellent customer service assistance to internal and external clients.
• Carry out all assigned duties and responsibilities, including additional tasks as needed - to help achieve the overall goal of client, venue and departments.
• Greet clients and visitors with a positive, helpful attitude.
• Performing ad-hoc administrative duties and other duties as assigned.
• Promote the facility and the City of Penticton to all potential facility users and existing customers, with a focus on local and regional clients of all event types.
• Must be adaptable with the ability to work under pressure to meet deadlines.
• Must be able to work flexible hours including nights, weekends and selected holidays.
• Demonstrated ability to follow instructions and work in a team setting.
• Prior sales experience is beneficial
• Basic knowledge & interest in marketing and advertising and event functions
• Well organized with ability to prioritize and handle multiple assignments
• Team player who is creative and a proactive problem solver

STRENGTHENED BY OUR DIFFERENCES. UNITED TO MAKE A DIFFERENCE

At OVG, we understand that to continue positively disrupting the sports and live entertainment industry, we need a diverse team to help us do it. We also believe that inclusivity drives innovation, strengthens our people, improves our service, and raises our excellence. Our success is rooted in creating environments that reflect and celebrate the diverse communities in which we operate and serve, and this is the reason we are committed to amplifying voices from all different backgrounds.

EQUAL OPPORTUNITY EMPLOYER

Oak View Group is committed to equal employment opportunity. We will not discriminate against employees or applicants for employment on any legally recognized basis (?protected class?) including, but not limited to veteran status, uniform service member status, race, color, religion, sex, national origin, age, physical or mental disability, genetic information or any other protected class under federal, state, or local law.