General Duties and Responsibilities

• Sells short lead time venue rentals and specialized event packages, ensuring seamless coordination and execution.
• Provides support to Venue Sales Associates, including assisting with account management, contract creation, and meeting revenue goals.
• Handles detailing and implementation of internal events, ensuring proper coordination, including but not limited to facility location recommendations, floor planning, AV services, calendar reservations, catering, and event set-ups.
• Coordinates sales leads and moves leads through each stage of the sales process to the successful completion of events.
• Serves as an on-site venue representative, ensuring clients’ satisfaction while adhering to Gardens regulations.
• Assists day of event operations including opening team events as needed, providing support to ensure smooth operations during initial event phases.
• Oversees the safe and efficient execution of clients’ events, troubleshooting issues independently to client satisfaction.
• Gathers and manages accurate event information from sales team and vendors, ensuring client files (digital and paper) are updated and ready for event execution.
• Assists with creating event layouts using tools such as Social Tables software.
• Produces applicable materials for assigned responsibilities, such as event signage.
• Assists with tracking internal equipment inventory for private events, ensuring client contract needs are fulfilled. Coordinate with rental companies to address deficits as needed.
• Phone support for private events, including answering inquiries, processing payments/invoices, and organizing related paperwork.
• Assists with organizing and reconciling client files including both digital and paper records.
• Produces and organizes necessary event documentation including but not limited to signage, event diagrams, client agreements, cancellation forms, etc.
• Supports special projects as assigned.
• Provides customer service to staff, volunteers, and event attendees across various communication channels.
• Works aspects of events as assigned including assisting public events.
• Assists with event setups and breakdowns as needed and provide support during events.
• All Gardens employees must be committed to the mission of connecting people with plants, especially plants from the Rocky Mountain region and similar regions around the world, providing delight and enlightenment to everyone.

Position Qualifications: Knowledge, Skills and Abilities

• Advanced skillset for use of Microsoft Suite products, specifically Word, Excel, Outlook and Teams.
• Must be a self-motivated team player with the ability to meet deadlines and approach projects proactively.
• Strong organizational skills with the ability to manage multiple tasks and priorities simultaneously.
• Must be detail oriented and flexible.
• Must maintain a flexible schedule and be available early mornings, night, weekends and holidays depending on events schedule.
• Ability to learn complex software systems quickly and thoroughly is required.
• Familiarity of CVENT Social Tables, DocuSign, and Caterease are strongly preferred.
• Must be comfortable working in an open office environment.
• Must have proven excellent customer service, interpersonal, and communication skills in dealing with the public.
• Ability to maintain stability under pressure and able to deal well with stressful situations.
• Ability to work nights, early mornings, and weekends as needed.
• Effective communication skills across phone, email, and in-person interactions.
• Ability to be flexible and willing to modify plans, when necessary, throughout the day.
• Demonstrated ability to work collaboratively in a team environment and independently as an event lead.
• Must always be a positive representative of the Gardens both internally and externally.
• Must always work with respect and cooperation with fellow employees and the public.
• Must be committed to always working safely.

Experience/Education:

• High school diploma or general education degree (GED); or minimum two years related administrative and/or events experience and/or training; or equivalent combination of education and experience.
• Minimum of 2 years of experience in an events setting.

Denver Botanic Gardens has an incredible benefits package for eligible employees!

Our major benefits include a choice of Medical Plans, a Dental and Vision Plan and Life Insurance Plan. We have a Flexible Spending Account (FSA) and a Healthcare Spending Account (HSA).

The Gardens offers a generous Retirement Savings Plan with Company contribution of 6% after one year of service for eligible participants.

The Gardens also offers paid holidays, vacation, sick time, and access to personal lines of insurance. Additional benefits include short-term and long-term disability coverage, an Employee Assistance Program (EAP) and an RTD ECO pass.

For eligible employees, The Gardens employment also includes a complimentary Denver Botanic Gardens Membership, access to Gardens education classes and summer concert tickets.

Come work for a place that offers you SO much more than just a paycheck!