Event & Group Sales Coordinator

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Deadline to Apply:

Friday, July 1, 2022, 12:00am


Tupper Lake, NY
United States

Job Category:


Job Type:


Job Description:

The Events and Group Sales Coordinator is an enthusiastic and energetic promoter of The Wild Center. This self-starter is the primary staff person responsible for actively prospecting for, soliciting, and securing group visits (tour and non-tour groups) and special events, as well as coordinating the daily operations of the group sales and special events. This person performs a range of duties including generating and following up on leads and inquiries; selling, welcoming, and managing group visits; managing internal and external special events (such as weddings, meetings, etc.); maintaining rental inventory; working with vendor partners; producing related reports and generating sales data.

The core focuses of this position are the development of sustained group attendance and facility rentals that meet established annual revenue and visitation goals. Additional duties include working with the local chambers and Franklin County IDA/LDC to build the Center’s presence in the tourism industry, toward the goal of increasing attendance. The position also includes assisting the Marketing Director and team and working cross-departmentally to coordinate special events and meetings. If you like to help build things, are creative, a great communicator, and see problems as opportunities, this is the job for you. Come be a part of a team that values creativity, enthusiasm, learning together, and having fun while working in a supportive atmosphere.

Essential Duties & Responsibilities: 

  • Identify and pursue strategic opportunities for capturing volume admission sales from targeted constituencies
  • In consultation with the Deputy Director and Marketing Director, formulate and implement proactive Group Sales & Special Events marketing campaigns
  • Solicit and monitor leads for Group Sales & Special Events based on revenue and attendance goals set with the Marketing Director
  • Establishes new and helps maintain existing relationships with travel, tourism, convention, and meeting partners with a strong focus on Tour Wholesalers and Tour Operators
  • Solicit and monitor leads for Group Sales, FIT, MICE & Special Events based on revenue and attendance goals set with the Marketing Director
  • Establish and maintain relationships with strategic travel, tourism, convention, and meeting partners with a strong focus on Tour Wholesalers and Tour Operators
  • Represent TWC at community events, outreach programs, domestic and international travel shows and expos, FAM events, sales missions, networking events and related sales activities to promote TWC and develop strong positioning of group visit offerings
  • Maintain database and track Group Sales & Facility Rental leads, inquiries, lost business, sales revenue, and provide ongoing status reports as required
  • Coordinate and process all phases of group and special event contracts; book orders, secure deposits and payments for group ticket sales, group tours, and VIP tour reservations through Altru and Xtrulink database management systems
  • Onsite point person for all group visits, events, and space rentals. Including group greeting, space set up/take down, tech and equipment needs, etc. 
  • Report on customer relationships, sales forecasts, and new prospects
  • Manage assigned revenue and expense budgets
  • Coordinate with the Visitor Services team to schedule and confirm VIP tours, Group Sales & Special Events reservations and tour requirements
  • Coordinate with the Programming Department to schedule private programs, tours, and activities
  • Follow-up with group sales and special event customers to determine satisfaction
  • Serve as a liaison between departments and the Cafe to provide BEO’s, manage inventories, and oversee all payment for services when in-house food and beverages are required for an event (such as a Board Meeting)
  • Perform other duties as requested


Organizational Relationships:

  • Reports to Marketing Director
  • Supervises assigned volunteers, event staff, and outside vendors
  • Collaborates with various levels of Staff, Board, Visitors, Members, and Volunteers



  • Demonstrated success in the development, management, and execution of sales campaigns
  • Solid writing and speaking ability and strong interpersonal skills with an emphasis on persuasion and proactive action
  • Demonstrated time management skills and detail-orientation
  • Analytical and report writing skills
  • Access and employ job related computer software (i.e. Microsoft Office, Google Docs/Drive, Blackbaud Altru, Shopify, Xtrulink) at an effective proficiency level
  • Accuracy, timeliness and strong organizational skills are essential
  • Works independently with limited supervision
  • Highly adaptable and comfortable with constant change
  • Adept at correspondence and other required materials in support of development activities 
  • Well organized with a strong detail orientation and penchant for action
  • Customer service orientation and mindset


Experience & Education: 

  • Bachelor’s Degree or an equivalent combination of education and experience in a related discipline. Marketing, communications, hospitality, arts administration, or museum studies preferred.
  • Group sales and special events experience preferably in a museum, attraction, or resort setting.


Work Schedule:

  • Includes weekend, evening, and holiday work
  • Typical work week: Wednesday - Sunday with flexibility when balancing events and other TWC engagements


Physical Demands:

  • While performing the duties of this job, the employee is regularly required to communicate professionally in person, over the telephone, through email and other electronic means, move about their work area, between buildings and the campus grounds, handle various types of media and equipment, move tables, chairs and other event equipment, and visually or otherwise identify, observe and assess. Requires outdoor work on our 115 acre campus including the ability to lift and move tables, chairs, cases of beer/wine and event equipment as needed.


Compensation & Benefits:

  • Pay Range: $35,000 - $45,000 annually (based on experience)
  • Comprehensive benefit package including medical, dental, supplemental and life insurance plans, health savings account, SIMPLE IRA retirement, employee assistance program 
  • Paid vacation, sick/personal time, and holidays
  • Possibility of flexible scheduling and some remote work depending on department needs 
  • The opportunity to work with 50 species of live exhibit animals, trails across a 115 acre campus located along the Raquette River and in a new interactive climate solutions exhibit. 
  • Access to regional reciprocity pass for employees to receive free or reduced admission to area museums or attractions
  • Professional networking opportunities with leaders in the tourism and hospitality field

The Wild Center strives to create an environment where our team thrives both personally and professionally. While life on the job can move at a fast pace, we appreciate the times we can slow down. Whether it's sharing stories over a staff potluck, being wowed by cool science facts, or taking a break during a meeting to view a cute animal - we make time to grow together as a community.



How to Apply:

Go to www.wildcenter.org/careers to access the job description and application link. Attach a resume and cover letter within the application form. Address the following in your cover letter: 

Describe your experience in development, management, and execution of a sales campaign

Describe your experience with coordination and management of events

Application deadline is 7/01/2022, 5 pm EST. The Wild Center is an Equal Opportunity Employer. We have a strong dedication to diversity in our community and in the people and groups with which we work. For technical issues email careers@wildcenter.org.