Sales & Event Assistant

A National Historic Landmark, Meadow Brook Hall is the historic estate built by Matilda Dodge Wilson, widow of automotive pioneer John Dodge, and her second husband, lumber broker Alfred Wilson. Constructed between 1926 and 1929, Meadow Brook Hall is recognized as one of the finest examples of Tudor Revival architecture in America.

Located on the campus of Oakland University in Rochester, Michigan, Meadow Brook Hall provides a distinctive setting for weddings, corporate events, social celebrations, fundraising events and other special occasions.

The Sales & Events Coordinator supports the Sales & Events Department throughout the full event lifecycle, from initial inquiry and sales support through planning, coordination and event execution.

This position reports directly to the Sales Manager and works closely with the Director of Sales & Events, Manager of Events and Event Coordinators to support departmental sales goals, client service, event preparation and successful event execution.

This position plays an important role in maintaining an organized, responsive and high-performing sales and events operation by assisting with incoming leads, client communication, event documentation, vendor requirements, site visits, administrative responsibilities and event coordination.

The ideal candidate is highly organized, personable and detail-oriented, with the ability to manage multiple priorities while providing exceptional service to clients, guests, vendors and internal team members.

This position also provides on-site support for events taking place throughout Meadow Brook Hall’s estate, grounds, gardens and event spaces.

The work schedule will vary based on the event calendar and may include evenings, weekends and occasional holidays.

This position is employed by Continental Cregar’s LLC at Meadow Brook Hall under the terms of the Food and Beverage Services Agreement between Continental Cregar’s LLC and Oakland University.

• Provide day-to-day administrative and sales support to the Sales & Events Department to help maintain an organized, responsive and efficient operation.
• Document and maintain incoming sales leads, client information and event details in Caterease accurately and within established departmental deadlines.
• Assist with initial client follow-up and ongoing sales communication as directed by the Sales Manager.
• Maintain consistent follow-up with prospective clients who have not responded to initial outreach, according to established departmental follow-up procedures.
• Track open inquiries and outstanding leads to ensure prospective clients receive timely communication and opportunities are not lost due to lack of follow-up.
• Gather missing information from prospective clients needed to properly qualify inquiries and assist the sales team with determining appropriate next steps.
• Maintain accurate and current lead statuses, notes, follow-up activity and client information in Caterease.
• Identify leads requiring additional sales attention and communicate those opportunities to the Sales Manager or appropriate member of the sales team.
• Assist with closing out inactive or unresponsive leads according to established departmental procedures to maintain accurate sales reporting and pipeline information.
• Support the sales process through client follow-up, preparation of event information, proposals and other sales-related materials.
• Assist with scheduling, preparing for and conducting client site visits and venue tours.
• Assist with gathering, tracking and maintaining vendor Certificates of Insurance (COIs) and other required vendor documentation.
• Follow up with clients and vendors regarding outstanding information, documentation and event requirements.
• Maintain…