Group Services Assistant

About the role

Are you a detail-oriented, proactive professional with a knack for organization and a passion for creating memorable experiences? Do you thrive in a dynamic, fast-paced environment where your administrative excellence, drive for sales, and top-tier client interactions make a tangible impact every single day?

We’re looking for a dedicated Group Services Assistant to join our team and play a vital role in supporting the sales, coordination, and execution of group tours, private events, and museum programs. If you are an independent worker who loves collaborating with a team, can confidently help us crush monthly sales goals, and bring a "let's get it done" attitude to both behind-the-scenes and front-facing client work, then keep reading.

What you'll do

• Lead Management & Conversion: Respond to, qualify, and distribute incoming event and group tour inquiries via online forms, phone, and email, monitoring lead progression to maximize booking opportunities.
• Stakeholder & Vendor Collaboration: Build and maintain strong, collaborative relationships with internal departments, external vendors, and clients to ensure seamless communication and flawless event execution.
• Sales Reporting & Administration: Prepare weekly sales reports, manage schedules, and maintain the CRM client database with high accuracy to track team performance and pipeline health.
• Operations & Financial Coordination: Process payments and manage event files diligently, ensuring a smooth handoff and clear communication from the sales phase to the onsite operations teams.
• Team Alignment & Communication: Active participant in weekly sales and operations meetings, responsible for recording and distributing precise minutes to keep all stakeholders aligned.
• Client Experience & Venue Tours: Coordinate group visits with admissions and education teams, and conduct tailored, engaging venue tours to showcase the space and enhance the booking process.
• Adaptive Departmental Support: Proactively support special projects, departmental initiatives, and other duties as assigned to assist the team in hitting monthly goals.

Who you are

• Detail-oriented, proactive, and organized; you have an exceptional eye for administrative accuracy and take pride in managing complex schedules, event files, and databases flawlessly.
• A reliable self-starter; you anticipate team and client needs, manage tight timelines efficiently, and take the initiative to drive monthly sales goals without needing direct supervision.
• Results-driven and collaborative; you naturally prioritize building strong relationships with internal departments and external vendors, ensuring seamless communication and team alignment.
• An adaptable team player; you stay calm under pressure and can smoothly pivot from behind-the-scenes organizational tasks to front-facing client interactions as event priorities change.
• Professional and hospitable; you bring a high-energy, engaging attitude to the floor when conducting tailored venue tours and interacting with museum guests and clients alike.

What You Bring & Qualifications

• 1+ years of experience in sales support, event coordination, administrative assistance, or a similar customer-facing role preferred.
• Proficiency in CRM systems (such as Copper, Shopify, and Momentus) and standard workspace tools, including Microsoft Office and Google Suite.
• Strong administrative and organization skills, with a proven ability to manage client databases, process payments, compile sales reports, and maintain complex calendars.
• Exceptional communication and interpersonal skills, with the ability to confidently conduct venue tours and build collaborative relationships with clients, vendors, and internal teams.
• A proactive, self-managed approach to problem-solving, planning, and teamwork in a dynamic, high-energy museum environment.
• Bachelor’s degree or equivalent professional experience required.

Typical Working Conditions

• This role operates primarily indoors within a dynamic museum environment, split between a professional office setting and public guest-facing areas.
• It involves frequent movement across the facility to conduct venue tours and coordinate events, resulting in regular proximity to museum visitors, clients, and staff.
• The position requires a flexible schedule, including regular evening and weekend hours to support after-hours programming and private events.

Equipment Used: Computers, POS systems, credit card machines, copiers, printers, and other standard office and event-management technology.

Physical Demands

Regularly required to sit for administrative tasks, with frequent periods of walking, standing, and navigating the museum campus (including climbing stairs) during tours and events. Must be able to reach with hands and arms and occasionally lift and/or move event supplies weighing up to 20 lbs.

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