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Monday-Friday8:00 a.m. to 5:00 p.m

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CVB Events and Group Services Coordinator

JOB TITLE: CVB Events and Group Services Coordinator

DEPARTMENT: CVB

REPORTS TO: CVB Director 

SALARY RANGE: $12 – $14 hourly (DOQ)

JOB SUMMARY:

The Events and Group Services Coordinator is responsible for organizing and coordinating all of our CVB run community events, as well as working with private event producers, conventions, group tour and sport groups coming to Glen Rose to ensure that all their needs are met, and a successful event is had in Glen Rose. This is accomplished through telecommunications, email, face-to-face meetings, attending trade shows and the servicing of various booked groups. As a team member of the CVB, it is all of our responsibility to promote Glen Rose as a destination for group and leisure travel. 

SUMMARY OF ESSENTIAL JOB FUNCTIONS:

Principal Duties and Responsibilities include but are not limited to:  

  • Stay in continuous contact with existing and new accounts via telephone, email correspondence and face to face meetings.  
  • Have regular communications with hotels to obtain, secure and assist with new bookings and statistics. 
  • Assist in the development and maintenance of local and area tour itinerary concepts and guest programs for groups.  
  • Coordinate group services materials to make sure clients’ needs are met.  
  • Completing necessary correspondence and other communications in the sales and follow up process.  
  • Maintaining a well-informed working knowledge of all facilities, attractions, and services in the Glen Rose area available for customer’s needs and act as a liaison between the group and facility when needed.  
  • Coordinate with staff and volunteers to make sure that groups are effectively served with appropriate materials including but not limited to badges, banners, welcome packets and calendar information.  
  • Maintain a current database and files of conventions, groups, and events including contact information, history, and future information. 
  • Coordinate and assist in the execution of all CVB Events – such as but not limited to, Boo in the Park, Movies in the Park, Holiday Bazaar, Lighted Christmas Parade, 4th of July celebration, and more.  
  • Work with various community committees to facilitate the events.  Includes, but is not limited to: 
    • Connecting organizations with potential sponsors. 
    • Facilitating contacts for entertainment. 
    • Set up and tear down of event if necessary.
    • Coordinating marketing materials.
    • Assisting clients with contacting venues to secure contracts. 
    • Assist in communications with vendors.  
  • Maintain a positive attitude toward your work, the destination you promote, and colleagues. 
  • Project the same attitude with non-bureau personnel and in all public venues.  
  • Assist staff in community information finding to update the calendar of events.  
  • Participate in CVB functions, receptions, events and trade shows as needed.  
  • External Relationships – Maintains positive communications and fosters unity and partnerships with members of the hospitality industry, businesses, attractions, local organizations, area community members and leaders. 
  • Internal Relationships – Maintains regular, positive communication with all staff and leadership. 
  • Other duties as assigned by the CVB Director. 

Provide support for the special events and festivals to include planning, administrative support, and coordination of select projects, special events, fundraising initiatives, volunteer management activities and any other responsibilities deemed appropriate. 

This position may work directly with city department heads and city staff on a regular basis. The position may also have regular contact with volunteers, downtown and business owners, community organizations and businesses, and the general public.  Hours are non-traditional in nature and will vary regularly in accordance with event needs including early mornings, late nights and weekends.   

MINIMUM REQUIREMENTS:

  • The Events and Group Services Coordinator position is a full-time position. This position may require some travel;
  • College degree preferred but not required;
  • Sales, marketing and/or event experience preferred;
  • Great customer relations skills, friendly, courteous personality;
  • Great written and verbal communication;
  • Excellent organizational skills; 
  • Demonstrates knowledge of technology and computer systems; .
  • Excellent grasp of social media marketing & communication;
  • Public speaking skills – public relations;
  • Valid Texas Class “C” Driver’s License

   PHYSICAL DEMANDS:

 This work requires the regular exertion of up to 10 pounds of force, frequent exertion of up to 25 pounds of force and occasional exertion of up to 50 pounds of force; work regularly requires speaking or hearing, using hands, frequently requires standing, walking and reaching with hands and arms and occasionally requires sitting, climbing or balancing, stooping, kneeling, crouching or crawling, pushing or pulling and lifting; work has standard vision requirements; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; work requires preparing and analyzing written or computer data, visual inspection involving small defects and/or small parts and observing general surroundings and activities. 

GENERAL AND PHYSICAL ABILITIES:

Must be available and willing to work evenings and weekends. Must possess physical mobility involving bending, lifting, reading, and hearing. 

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee will perform complex tasks requiring independent knowledge and its application to non-routine situations. The noise level in the work environment is usually moderate. 

DISCLAIMER:

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification.  They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time-to-time, as needed.  The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

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