Group Sales Assistant

About the Job

Group Sales Assistant

Department:
Operations

Pay Rate: $23.24 - $25.10

U Classification:
Principal Office & Admin Specialist

U Classification #: 1826

Final date to receive applications:
March 15, 2026

This position is 40 hours a week with a schedule of Monday - Friday 8:30AM - 4:30PM with some occasional weekend flexibility as needed. This is a hybrid position and is required to be in the museum when groups are visiting, typically between 8:30 - 1:30 Tuesday - Friday. Some work may be done remotely.

Position Overview:

This full time position reports to the Group Sales Coordinator, supporting the Bell Museum's mission by facilitating group educational experiences - including school, and community group visits, as well as virtual experiences. This position sits within the operations department and collaborates closely and on a daily basis with other internal teams, including Public Engagement and Science Learning.

This position provides customer service and knowledgeable guidance for groups, assisting with booking experiences at the Bell Museum. The position is also responsible for maintaining accurate booking records in Google Sheets, Google Calendar, Audience View and other systems. Most booking happens via an on-line form and communication is largely through email, though the position will also use a phone and text messages to communicate with some groups.

Bargaining unit consideration begins on 2/23/2026 and ends on 3/2/2026.

• Respond to inquiries regarding the Bell Museum's group visits and virtual programming
• Offer guidance and assistance to group leaders as they plan for their museum visit/ program, suggest experiences to meet their goals and assist with logistical questions
• Maintain templates and procedures that effectively communicate group visit policies
• Use templates to address frequently asked questions and to communicate booking details
• Send confirmation and reminders to prepare groups for their visit;
  Prepare post-experience communications which may include thank-yous or surveys
• Assist with the scholarship award communication
• Monitor bookings, review details and look for issues that need resolved
• Send reminder text messages to school groups the day of their visit using a Bell Groups mobile device
• Monitor Gmail inbox, respond to inquiries, and elevate complex issues to the Group Sales Coordinator
• Monitor voicemail messages via Zoom Workplace and landline and return phone calls from groups with basic questions

• Work across departments to communicate logistical details about group visits
• Update staff with any changes that groups make to their reservations
• Attend cross-departmental meetings for planning, sharing information, and troubleshooting
• Maintain accurate group booking details in Google Sheets and Google Calendar as well as the ticketing software. (Audience View)
• Participate in training and professional development opportunities
• Maintain knowledge specific to emergency procedures
• Participate in meetings with the Operations team and other colleagues
• Respond to radio (walkie-talkie) calls for emergencies and group day-of-visit issues
• Other duties as assigned

• Assist with annual Bell-sponsored events including Educator Open House and Home School days.
• Assist in tabling at School field trip events off site

• Provide communication that is welcoming to all groups, regardless of background
• Identify barriers that seem to prevent groups from booking, report these observation to the Group Sales Coordinator
• Continually examine communications through a lens of equity and inclusion, and work with the Groups Sales Coordinator to make changes if needed
• Provide information about accessibility resources and work with groups and Visitor Services Manager to arrange for accommodations

Essential Qualifications

• High School diploma/GED and two years of related office and administrative experience. Training/education may be substituted for some of the years of experience
• Two years of experience in a ticketing, group sales, or guest…