Event Sales & Administrative Coordinator - University Club of St. Paul

Job Description: The Event Sales & Administrative Coordinator plays a key role in supporting the Director of Events by managing client inquiries, coordinating venue tours, overseeing administrative tasks, and ensuring smooth event execution. This position requires exceptional organizational skills, strong communication abilities, and a proactive approach to maintaining efficiency in event planning and business operations.

Key Responsibilities:

• Respond to leads in a timely manner, engaging with prospective clients and maintaining clear, professional communication.


• Answer inquiries regarding venue offerings, pricing, and availability, guiding clients through the booking process.


• Schedule and coordinate venue tours and appointments for the Director – work on upcoming Open House.


• Manage Director/Events email and calendar organization, ensuring timely responses and efficient scheduling.


• Facilitate event turnovers by preparing and executing contracts. Process and track event deposits, collaborating with accounting for proper financial handling.


• Enter new event details into Caterease Software, ensuring accuracy & seamless coordination.


• Support event marketing and sales initiatives, assisting with promotional strategies and client outreach.


• Maintain precision and attention to detail across all administrative and event-related tasks.


• Adapt to shifting priorities and last-minute changes, demonstrating flexibility in a demanding environment.


• Function as a liaison between clients, vendors, and internal teams to enhance communication and event logistics both for current events and future events.


• Assist in event planning, coordination, and execution while supporting hospitality standards. On-site event assistance when needed.

Qualifications and Skills:

• Exceptional Organizational Skills– Ability to manage multiple tasks, timelines, and event details with precision.’


• Strong Communication Abilities– Comfortable interacting with clients, vendors, and internal teams to ensure smooth coordination.


• Customer Service Excellence– A keen focus on elevating hospitality standards and creating memorable experiences.


• Sales & Marketing Mindset– Understanding of promotional strategies and event sales to support business growth.’


• Administrative Proficiency– Skilled in scheduling, data entry, document preparation, and general office support.


• Attention to Detail– Passion for the finer points of event planning and execution.


• Adaptability & Flexibility– Can adjust to shifting priorities, last-minute changes, and unexpected event needs.


• Thrives Under Pressure– Excels in challenging environments, keeping composure, and making confident decisions.


• Collaborator Mentality– Willing to collaborate while also taking initiative when needed.


• Willing to Take Direction– Open to guidance, feedback, and working closely with leadership to ensure success.


• Supports the Director of Events in Various Tasks– Assists with event coordination, logistics, and operational needs as they evolve.


• Oversees Heavy Administrative Work– Manages inquiries, lead responses, appointment scheduling, and client communications.


• Email & Calendar Management– Oversees inbox organization, timely responses, and appointment bookings to maintain efficiency.

• Preferred Background in Event Industry/Banquets/Catering, but not necessary.


• This position is part time and in office (20 hours/Week)


• Depending on the nature of the business and workload the hours and job capacity could increase.