Special Events Sales & Marketing Manager

The Paramount Theatre/Aurora Civic Center Authority is committed to being a defining catalyst for personal and community transformation by:

· making the performing arts accessible for every age and socioeconomic background,

· introducing the magic of live theater across generations to encourage expansive imaginations and broad views of people and the world,

· and contributing to the future stability and growth of Aurora’s downtown.

DEPARTMENT – Special Events

DIRECT REPORTING – Assistant Director of Special Events

WORKS CLOSELY WITH – Special Events Director, Assistant Director of Special Events, Event Managers, Event Coordinators.

POSITION STATUS & SCHEDULE – Full-time exempt; hours vary and require regular evening and weekend availability, and are sales volume dependent.

COMPENSATION – Salary is $65,000 + commission with an excellent benefits package including health, paid time off, and 401k with employer match.

BENEFITS INFORMATION – Excellent benefits package includes health, dental, vision, and group life insurance, 401k, and paid time off.

HIRE DATE – Immediate

POSITION SUMMARY – The Special Event Sales and Marketing Manager is responsible for generating and driving event sales and bookings, such as social gatherings, weddings, meetings, and performances. Works closely with clients and colleagues to determine event-specific details to construct contracts and manage payment schedules. Serve as liaison between the Special Events Department, the Marketing Department, and CRM platforms. Responsible for SEO and social media platforms for all event venues, and increasing engagement and new followers on platforms. As a secondary role, they will assist with day-of-event needs.

KEY RESPONSIBILITIES –

This position is full-time, with a schedule that varies weekly based on event sales volume, client meetings, and business needs. This position is required to work evenings, weekends, and holidays, as determined by upper management and sales volume needs.
Respond to and qualify sales leads within 24 hours.
Provide initial date availability for inquiries, including pricing and package options, to potential bookings via phone, e-mail, and walk-ins. Tours and sales are the primary focus for this position; day-of-event support is secondary.
Secure signed contracts, payments, and certificate of insurance (if applicable).
Prepare estimates and contracts for weddings and most private events. Work with upper management on contracts, estimates, advancing, etc., for non-traditional, large-scale events. Confirm client’s invoice and billing information is correct and up to date.
Work closely with clients and Event Manager(s) to acquire and confirm all event details needed for creating contracts and advancing events.
Actively upsell additional service options by maintaining consistent and effective sales tactics.
Collect and process payments prior to event dates. Follow up with direct billing clients to ensure payments are received within the designated terms and time frame.
Track conversion rates and strive for continuous improvement.
Work diligently to achieve and exceed sales goals.
Have a complete working knowledge of ACCA’s standard operating procedures and event protocol, including vendor policies, after initial training.
Foster relationships with private event clients, resulting in repeat events that commit to a booking with a contract for the following year.
Maintain sales pipeline through following up with client conversations and recording conversion metrics.
Create budgets, contracts, and close-outs for rental events and assist in creating the department budget.
Organize and lead specialized sales-focused events such as wedding expos, tourism events, styled photoshoots, venue viewings, etc.
Lead department marketing efforts, such as social media planning, content creation, managing ad sets, as well as maintaining and renewing event listings on 3rd party platforms such as The Knot, WeddingWire, Zola, and Google in coordination with Marketing Department.
Update and design print and digital marketing materials, including tour packets, promotional materials, and advertisements in coordination with Marketing Department.
Write monthly blog posts reflecting on past client events and industry trends.
Complete tasks with attention to detail.
Demonstrate knowledge of Wedding and Event contracts.
Stay informed about industry trends, competitor activities, and market developments to identify new opportunities and maintain a competitive edge.
Attend weekly meetings with the full Events Team to discuss current and future events.
Occasionally assume necessary duties in the absence of Special Events department team members as needed.
All other duties as assigned or needed.
SECONDARY RESPONSIBILITIES –

Limited capacity to act as the on-site point of contact for the client on the day of the event and ensure service appropriately matches the contract.
Occasionally assist with the physical set-up and tear-down for site visits and occasionally rental events, as needed. This includes set-up and tear-down of tables, chairs, podiums, etc.
In addition to the duties listed above, ACCA expects the following of each employee: adheres to ACCA’s policies and procedures; works in a safe manner; performs duties as workload necessitates; maintains a positive and respectful attitude; communicates regularly with supervisor about department issues; demonstrates efficient time management and prioritizes workload; demonstrates regular and consistent attendance and punctuality; meets productivity standards; participates in ACCA events as needed or required; and completes other duties as assigned.