Venue Sales & Event Coordinator

University Overview

The University of Pennsylvania, the largest private employer in Philadelphia, is a world-renowned leader in education, research, and innovation. This historic, Ivy League school consistently ranks among the top 10 universities in the annual U.S. News & World Report survey. Penn has 12 highly-regarded schools that provide opportunities for undergraduate, graduate and continuing education, all influenced by Penn’s distinctive interdisciplinary approach to scholarship and learning. As an employer Penn has been ranked nationally on many occasions with the most recent award from Forbes who named Penn one of America’s Best Large Employers in 2023.

Penn offers a unique working environment within the city of Philadelphia. The University is situated on a beautiful urban campus, with easy access to a range of educational, cultural, and recreational activities. With its historical significance and landmarks, lively cultural offerings, and wide variety of atmospheres, Philadelphia is the perfect place to call home for work and play.

Posted Job Title

Venue Sales & Event Coordinator

Job Profile Title

Administrative Assistant B, University Museum

Job Description Summary

Reporting to the Director of Venue Sales and Events, the Venue Sales and Events Coordinator is responsible for handling rental events in the Museum that are assigned to them. The coordinator will be responsible for handling events, including student events and rental events for parties of all sizes. During events, the coordinator will work closely with Catering, Security, and Building Operations, and any other vendors related to the event to ensure professional and excellent customer service. The position is four to five days per week, working occasional nights and weekends.

Job Description

Job Responsibilities

• Oversee a portfolio of events assigned to the position, from start to finish.
• Work closely with private clients and internal University and Museum clients, helping create seamless events for the constituents, including planning and logistics.
• Support the Director in activities and events relating to the department.
• Provide hands on support to catering and facilities teams when needed to ensure excellent service and be present at events from start to finish.
• Complete administrative duties as needed, including contracts, invoices, follow up correspondence, photography, social media presence, office supplies, and others as needed, using Altru or equivalent CRM software.
• Other duties and responsibilities as assigned.

Qualifications

• High School Grad/GE Degree and 3 to 5 years of experience or equivalent combination of education and experience is required.
• Attention to detail and the ability to balance multiple projects simultaneously are required.
• Must be a team player and comfortable working in a busy, noisy environment; previous event management experience required.
• The candidate must have the ability to make decisions within the scope of responsibility, be highly reliable and dependable.
• The ability to occasionally work during evenings or weekends is required.
• The work environment typically includes sitting at a desk or table, standing, walking, and stooping.
• Occasional lifting of 25 to 50 lbs.
• No supervisory responsibilities.

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