Event Assistant

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Pay Range: 17

Oak Grove:
Oak Grove Racing, Gaming & Hotel (the “Property”) is a newer facility in a high traffic area in the heart of Oak Grove, Kentucky, and across the street from a large Army post, Ft. Campbell. The Property is 10 miles from Clarksville, TN and less than 60 miles northwest of downtown Nashville, TN.

The Event Assistant will assist the Group Sales and Event Specialist and the Manager, Sales & Race Operations, along with coordinating the day-to-day processes of the Sales and Race Department. Coordinates proposals, communicates & contracts event details and changes in programs to appropriate hotel and operating departments. Communicate with customers regarding their events, details and interest in Oak Grove Racing Gaming and Hotel.

Assist with the event automation system, Delphi FDC, a hotel specific program on the Sales Force Platform.

• Assist with the Delphi FDC sales automation system, as the Administrator for the sales, events and financial teams
• Assist with maintaining and updating Delphi FDC in merging documents including menus, pricing, reports, banquet checks, proposals, and contracts
• Receives inquiry telephone calls from potential clients and supports their request with verbal and written responses
• Responds via telephone and/or written communication for requests from the Oak Grove Racing Gaming and Hotel Website
• Preparing turnover for the Banquet Manager and Event Supervisor
• Prepares group resumes, when required, for an event or program requiring multiple departments
• Coordinates and conducts property site tours, pre-con meetings, and live video overviews of the hotel and gaming facility
• Communicates and recruits appropriate department personnel to meet and address customer needs during site tours
• Attends BEO Meetings and Weekly Event Meetings
• Maintains third party rental and service relationships for customer requesting ancillary needs
• Assist with booking one day/evening programs for groups less than 40 people in the Eagle/Tango Rooms and Garrison Oak Steakhouse

• Works with the Equine and Racing Manager in securing small groups for a “Day at the Races.”
• Works directly with operations and the restaurant to coordinate the execution of group functions
• Collaborate with their Manager, General Manager, Marketing Director, Racing Manager and F&B Director on special projects including mailings, sales blitz lists, and other sales related activities
• Coordinate communication between Racing, Security, Barn Area, Track Maintenance, Mutuels, and other departments
• Supports special racing, promotions, and community racing activities as assigned.
• Assist with promoting equestrian center services, events, and facility rentalsto new and existing clients.
• Maintain up-to-date knowledge of pricing, packages, and service offerings to effectively communicate with prospective customers.
• Manage inquiries via phone, email, and in-person, ensuring timely and professional follow-up.
• Assist with vendor, sponsor, and community partner relationships to enhance equestrian programming and sales opportunities.
• Assist with the creation and distribution of sales materials, promotional flyers, and social media content highlighting equestrian services and events.
• Create Banquet Event Orders (BEOs) and detailed event documentation to ensure smooth execution of all events.

• Excellent oral and written communication skills
• Understand and represent The Company’s image and reputation both, at work and at external functions
• High level of professionalism with the ability to react under pressure
• Proficiency in Microsoft Office including Word, Excel, Power Point
• Ability to learn Dephi FDC and manage the program at the…