Event & Sales Assistant

EOE Statement We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristic protected by law.

Category Sales and Marketing

Description

Event & Marketing Assistant

Position Type: Part-Time, Hourly, Non-Exempt

Schedule: At least
24 hours per week, with additional hours during peak seasons and occasional evenings, weekends, and events as needed

Reports To:Sales & Events Manager / Marketing Manager

Pay Rate: $18/hr

About Us:

Vitense Golfland is a family-owned entertainment destination that’s been part of the Madison community since 1955. Founded by George and Odie Vitense, the business is now proudly owned and operated by the 3rd and 4th generations of the Vitense family, continuing a long tradition of creating fun, memorable experiences for guests of all ages.

Our facility includes aTop 50 golf range, alit par-3 golf course,three miniature golf courses,a restaurant and bar, quick-service dining options, Odie’s Beer Garden,batting cages, the Vitense Golf Academy, and more. Every team member helps ensure guests enjoy all that Vitense has to offer.

Position Summary

The Event &Marketing Assistant serves as a primary point of contact for event clients while providing administrative, organizational, and customer service support.

The Event &Marketing Assistant supports event sales, planning, and execution; manages client communications; prepares event documentation; and helps ensure an exceptional guest experience.

This role is ideal for a highly organized, customer-focused professional who enjoys building relationships, coordinating details, managing multiple projects, and contributing to memorable guest experiences.

Essential Duties & Responsibilities

Event Sales & Client Relations

• Serve as a primary point of contact for event inquiries received by phone, email, and online channels.
• Provide information regarding event packages, pricing, availability, and facility offerings.
• Assist prospective clients through the booking process and help convert inquiries into reservations.
• Identify opportunities to upsell event enhancements through additional services, food and beverage offerings, entertainment, and facility options.
• Schedule client meetings, tours, and consultations.
• Maintain timely, enthusiastic, and professional communication with prospective and booked clients.
• Track client interactions and maintain accurate event records.

Event Planning & Coordination

• Work directly with the Sales & Events Manager to assist with planning and coordinating corporate events, social gatherings, golf outings, and special events.
• Collect and organize event information from clients and internal departments.
• Monitor planning timelines and proactively follow up on outstanding details.
• Prepare, update, and maintain event files and planning documentation.
• Create and distribute Banquet Event Orders (BEOs) and other operational documents.
• Verify event details, timelines, room setups, menus, and special requests for accuracy.
• Support communication between Events, Food & Beverage, Operations, and other departments.
• Assist with event execution and provide on-site support for larger events as needed.

Marketing & Program Promotion

• Assist with creating flyers, program materials, registration documents, and promotional content across departments.
• Help maintain accurate information on company websites and promotional materials.
• Support email communications and marketing campaigns.
• Help gather guest feedback to support continuous improvement.
• Respond to all guest reviews across all channels.

Required Qualifications

• High school diploma or equivalent.
• Excellent customer service…