Event & Sales Assistant

Job Description

Job Description

Event & Marketing Assistant 

Position Type: Part-Time, Hourly, Non-Exempt 

Schedule: At least 24 hours per week, with additional hours during peak seasons and occasional evenings, weekends, and events as needed 

Reports To: Sales & Events Manager / Marketing Manager 

Pay Rate: $18/hr 

About Us: 

Vitense Golfland is a family-owned entertainment destination that’s been part of the Madison community since 1955. Founded by George and Odie Vitense, the business is now proudly owned and operated by the 3rd and 4th generations of the Vitense family, continuing a long tradition of creating fun, memorable experiences for guests of all ages. 

Our facility includes a Top 50 golf range, a lit par-3 golf course, three miniature golf courses, a restaurant and bar, quick-service dining options, Odie’s Beer Garden, batting cages, the Vitense Golf Academy, and more. Every team member helps ensure guests enjoy all that Vitense has to offer. 

Position Summary 

The Event & Marketing Assistant serves as a primary point of contact for event clients while providing administrative, organizational, and customer service support. 

The Event & Marketing Assistant supports event sales, planning, and execution; manages client communications; prepares event documentation; and helps ensure an exceptional guest experience. 

This role is ideal for a highly organized, customer-focused professional who enjoys building relationships, coordinating details, managing multiple projects, and contributing to memorable guest experiences. 

Essential Duties & Responsibilities 

Event Sales & Client Relations 

• Serve as a primary point of contact for event inquiries received by phone, email, and online channels. 
• Provide information regarding event packages, pricing, availability, and facility offerings. 
• Assist prospective clients through the booking process and help convert inquiries into reservations. 
• Identify opportunities to upsell event enhancements through additional services, food and beverage offerings, entertainment, and facility options. 
• Schedule client meetings, tours, and consultations. 
• Maintain timely, enthusiastic, and professional communication with prospective and booked clients. 
• Track client interactions and maintain accurate event records. 

Event Planning & Coordination 

• Work directly with the Sales & Events Manager to assist with planning and coordinating corporate events, social gatherings, golf outings, and special events. 
• Collect and organize event information from clients and internal departments. 
• Monitor planning timelines and proactively follow up on outstanding details. 
• Prepare, update, and maintain event files and planning documentation. 
• Create and distribute Banquet Event Orders (BEOs) and other operational documents. 
• Verify event details, timelines, room setups, menus, and special requests for accuracy. 
• Support communication between Events, Food & Beverage, Operations, and other departments. 
• Assist with event execution and provide on-site support for larger events as needed. 

Marketing & Program Promotion 

• Assist with creating flyers, program materials, registration documents, and promotional content across departments. 
• Help maintain accurate information on company websites and promotional materials. 
• Support email communications and marketing campaigns. 
• Help gather guest feedback to support continuous improvement. 
• Respond to all guest reviews across all channels.

Required Qualifications 

• High school diploma or equivalent. 
• Excellent customer service skills. 
• Strong verbal and written communication abilities. 
• Exceptional organizational and time management skills. 
• Strong attention to detail and accuracy. 
• Ability to manage multiple priorities and deadlines simultaneously. 
• Proficiency with Microsoft Office and general computer applications. 
• Ability to work independently while collaborating effectively within a team environment. 

Preferred Qualifications  

• Experience in customer service, hospitality, recreation, events, administration, sales support, or related fields. 
• Experience creating flyers or promotional materials using Canva or similar software. 
• Familiarity with golf, sports programming, or event operations is helpful but not required. 

Physical Requirements 

• Ability to sit, stand, and move throughout the facility for extended periods. 
• Ability to use a computer and telephone regularly throughout the workday. 
• Ability to occasionally lift and carry materials weighing up to 25 pounds. 
• Ability to communicate effectively in person, over the phone, and through written correspondence. 

Key Competencies 

• Customer Focus 
• Organization & Planning 
• Attention to Detail 
• Communication Skills 
• Relationship Building 
• Teamwork & Collaboration 
• Adaptability 
• Problem Solving 
• Initiative & Accountability 

Success in This Role 

Success will be measured by: 

• Timely response to guest, client, and participant inquiries. 
• Accuracy of event records. 
• Completion of Banquet Event Orders and program documentation. 
• Event booking support and client satisfaction. 
• Positive feedback from guests, participants, and team members. 
• Strong collaboration across departments. 
• Ability to manage multiple projects while maintaining exceptional service standards. 

Why Join the Vitense Golfland Team?  

Great Employee Discounts 

• 40% off food, even when you're not working. 
• FREE access to all Vitense Golfland activities for you plus one guest. 
• 25% off retail purchases. 

Growth & Development 

• Opportunities for advancement within a growing, dynamic business. 

A Fun, Supportive Environment 

• Join a positive, team-oriented group focused on great guest experiences. 
• Enjoy a dynamic workplace unlike any other! 

Ready to Apply?  

Fill out our online application. Vitense Golfland reviews applications on a rolling basis until October 20, 2026. Qualified candidates will be contacted as positions become available. If you have questions about the role, reach out to our HR Manager, Heidi, at View email address on ziprecruiter.com.