Sales and Events Assistant

Job Description

Job Description

Sales and Events Assistant

Full Time

(Must be flexible with hours based on event schedule)

Pay: Up to $22/hour (Based on experience)

The Masonic Library and Museum of Pennsylvania - Philadelphia Campus - is immediately hiring a Sales and Events Assistant.

A national historic landmark in the heart of Philadelphia, the Masonic Library and Museum of Pennsylvania, features beautiful architecture which ushers in visitors from around the world. The Masonic Library and Museum prides itself on preserving artifacts, past, present, and future of Freemasonry in all its aspects.

Why Choose The Library and Museum:

All Masonic Library and Museum of Pennsylvania employees work as a team to accomplish our mission of preserving this National Landmark. When you join our team you can expect:

• Comprehensive industry-leading benefits package
• Competitive pay rates to attract the best talent
• Tuition and Educational Reimbursement
• The ability to learn numerous aspects of this historic structure that illustrates the craftsmanship of the builders and workers that have had the opportunity to take care of this building for over 100 years

Our Sales and Events Assistant is responsible for the following:

• Serve as the primary point of contact for clients, vendors, and guests by managing inquiries, communications, scheduling, and venue tours.
• Coordinate sales and event activities, including lead management, client documentation, contracts, insurance certificates, event records, and database maintenance.
• Collaborate with clients, vendors, catering partners, and internal stakeholders to plan, communicate, and execute successful events.
• Prepare and distribute event orders, reports, correspondence, meeting notes, and other operational documentation.
• Manage event logistics, including vendor coordination, site requirements, venue setup, inventory tracking, alcohol allocation and reconciliation, and event-day support.
• Provide on-site event coordination for rehearsals, ceremonies, meetings, and special events, ensuring exceptional client service and adherence to venue policies.
• Monitor and maintain sales materials, photo archives, and event-related inventories.
• Support marketing initiatives through social media content development, analytics review, and special projects.
• Assist with financial and administrative functions, including credit card reconciliations, receipt management, and coordination with accounting.
• Anticipate and resolve issues proactively while maintaining a high level of client satisfaction and operational excellence.

What You Need as a Sales and Events Assistant:

• Bachelor's Degree preferred.
• Minimum five years of experience in hospitality, event management, sales, or a related field.
• Proficiency in Microsoft Office Suite, CRM/lead management systems, social media platforms, and general office technology.
• Excellent organizational, project management, customer service, interpersonal, verbal, and written communication skills.
• Strong ability to prioritize multiple responsibilities, solve problems creatively, and maintain confidentiality.
• Professional appearance and demeanor with the ability to build positive relationships with clients, vendors, guests, and colleagues.
• Availability to work a flexible schedule, including evenings, weekends, and holidays, as required by event operations.
• ServSafe and RAMP Certifications, or commitment to become certified.

We are proud to be an equal opportunity employer.