Position Title: Events Administrative Assistant

FLSA Classification: Full-Time, Non-exempt

The Country Music Hall of Fame® and Museum Events and Culinary Department

Company Overview: The Country Music Hall of Fame® and Museum seeks to collect, preserve, and interpret the evolving history and traditions of country music. Through exhibits, publications, and educational programs, the museum teaches its diverse audiences about the enduring beauty and cultural importance of country music.

Departmental Overview: The events and culinary department is responsible for executing more than 1,700 events taking place at the Country Music Hall of Fame and Museum on an annual basis, revenue from which goes directly to supporting the overall mission of the Museum. Specifically, this includes private events, publically ticketed events/concerts and two in-house restaurants.

Job Overview: Reporting to the Events Administration Manager, this is an entry-level position who will serve in a support role, handling administrative and operational tasks to assist the event sales team, event services team, event entertainment/production team, catering/banquets team and retail food/beverage teams. Major responsibilities include administrative support, client communication and data entry.

Administrative Support – filing, data-entry and other clerical tasks are a critical part of ensuring any office runs efficiently; this position should be prepared to take on the bulk of this work for their teammates

• Receive, prioritize and manage volume of online rental requests
• Maintains files, records and other applicable systems of documentation related to leads and client inquiries
• Routinely update reports for four lines of events/food and beverage business
• Updates master Banquet Event Order files
• Serves as out of office contact when Sales Managers are not onsite
• Sends, prints and files client correspondence on behalf of teammates
• Coordinate department registration for trade shows and related travel documents
• Updates events pricing sheet as required; takes inventory of décor and other events equipment
• Seeks ways to improve efficiencies and communications between events and catering team members as well as with other departments
• Assists and supports Events Administration Manager, as well as Senior Director of Events and Culinary with office administrative tasks to benefit and support the entire events and culinary teams

Client Communication – while not directly assigned to work with any events/clients, this position may be asked to take and return incoming phone calls and/or send documentation on behalf of teammates

• Assist department with maintaining a response time of 4 hours or less
• Schedule and coordinate meetings and site visits as requested
• Assist in distributing proposals, contracts, banquet event orders, room layouts and other events paperwork appropriately
• Prepares and mails post-event follow up materials in a timely fashion

Software Management – every event in the building is scheduled through our software; this position will be expected to learn the software thoroughly and eventually be able to diagnose/troubleshoot errors and assist teammates with questions

• Completes daily upkeep of software; perform daily audits to identify potential booking conflicts
• Compiles and distributes various daily, weekly and monthly reports as requested
• Assists with educating team members on standardization policies and best practices
• Tracks formal and informal client and vendor correspondence including but not limited to post-event follow up, Museum invitations, industry introductions, etc. within client record in database

Minimum Qualifications:

• Four-year college degree in a related field or 1-2 years of experience in event planning, as an administrative assistant/coordinator in a hotel, venue or similar organization
• A successful candidate will be incredibly detail-oriented, a quick learner, enjoy working with numbers, comfortable in a behind-the-scenes role, able to handle multiple projects at once, energized by assisting others and prepared to do whatever it takes to support the team.

Preferred Qualifications:

• Experience working with Microsoft office programs – specifically Excel
• Experience working with catering or events software (Event Management Systems, Social Tables) a plus
• Experience working with database software a plus
• Experience in hospitality/tourism industry or special events in hotel, resort or event venue a plus

Essential Competencies (Knowledge, Skills and abilities needed for success in the position):

• Qualified candidates will be extremely detail-oriented, very organized and have the proficiency and desire to juggle multiple projects of varying scope, content and size
• A self-starter with a generous amount of initiative
• Person must possess a can-do attitude, leadership qualities, excellent communication skills, a sense of humor, patience, tact, and a willingness to go the extra mile

Conditions of Employment:

• May be asked to work or assist with events that occur outside of normal working hours.
• This position is subject to a background check.

Note to Applicants:

The Country Music Hall of Fame and Museum is an equal opportunity employer. We celebrate the varied attributes, characteristics, and perspectives that make each person unique, and we believe that fostering a culture of inclusion is essential to institutional excellence. The museum promotes an environment of respect, communication, and understanding, while actively seeking opportunities to learn about and establish practices that further facilitate equity. The museum does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factor. The Country Music Hall of Fame and Museum does not tolerate discrimination or harassment based on any of these characteristics.

We are a drug-free workplace and an equal opportunity employer that welcomes all qualified candidates to apply for open positions. The Country Music Hall of Fame and Museum is committed to providing a safe and secure environment for its staff and visitors. All offers of employment are subject to and contingent upon the successful completion of a background check and employment verification, including federally mandated E-verify processes, as required for position.

All applicants must submit a resume, cover letter, and three professional references with their online application to be considered for this role.

Due to the high volume of applications received for this positions hiring managers may only contact you if they are interested in scheduling an interview. Please refrain from calling to inquire about your status in the search.

Please upload a resume, cover letter, when you applying for the position

Applications are only accepted online on our career page

https://countrymusichalloffame.org/index.php/contentpages/employment