Private Event Sales Assistant

Union Stage Presents • Full-time • Washington, District of Columbia, United States • $70k / year • 1d ago

Job Summary
Union Stage Presents, a music venue group in the DC area, is seeking a highly skilled and organized Private Event Assistant to join our team at the legendary Howard Theatre, Union Stage, and Pearl Street Warehouse. This role oversees event logistics, client communication, scheduling, invoicing, and catering coordination while supporting the Private Event Sales Director. We are seeking someone eager to take initiative, drive success, and bring fresh energy to our venues!

Position: Private Event Sales Assistant
Location: Union Stage, Pearl Street Warehouse, and Howard Theatre (Hybrid – must be within reasonable travel distance to Washington, DC)
Compensation: $70,000 Annual Salary
Benefits: 50% Health Insurance Coverage. Note that any additions to the base package will not be covered by the company. 80 Hours (10 days) PTO. PTO increases after year three as follows:

3+ Years: 112 hours (14 days)
10+ Years: 160 hours (20 days)

Duties :

On-Site Event Support: Provide on-the-ground support for, at minimum, 50% of all confirmed private events across all DC venues (The Howard Theatre, Pearl Street Warehouse, Union Stage), functioning as the venue liaison and ensuring the client experience meets expectations.
Client Calls & Communications: Attend prospective and confirmed client calls, when appropriate, to offer support and gather necessary information for seamless event execution.
Site Visits: Conduct client site visits following the contract phase, ensuring all venue-related details are communicated and aligned before the event.
Order Creation & Invoicing: Assist in creating client orders, coordinating event details, and processing invoices for deposits and final payments to ensure financial transactions are completed on time.
Catering Liaison: Serve as the point of contact between the Private Event Sales team and the PSW/US catering team, supporting the development of event menus and Banquet Event Orders (BEOs) that meet the client's needs and expectations.
Post-Event Reporting: Input post-event settlement numbers into Opendate for accurate Profit & Loss (P&L) tracking and reporting, ensuring that all financial aspects of the event are documented correctly.
Lead Generation & Research: Conduct research to identify and pursue new business opportunities, expanding the client base and increasing private event sales.
General Administrative Support: Provide ongoing administrative support to the Director of Private Event Sales, including managing correspondence, preparing reports, and assisting with the preparation of client materials.
Venue Profile Maintenance: Regularly update and maintain venue digital profiles on event sourcing platforms such as Cvent, Destination DC, The Knot, and PartySlate to ensure accurate representation and visibility of all USP venues.
Weekly In-Office Requirements: (may be altered based on the private event schedule):
Our entire administrative team works at one of the DC venues every Tuesday from 10am-6pm (Wednesdays on weeks of a Federal holiday).
We require that you work at least 2 days per week at our Howard Theatre office with our Director of Private Event Sales. This requirement is subject to change based on the needs of the business.

Qualifications:

Prior experience in event planning, hospitality, or sales support is preferred but not required.
Strong organizational, communication, and interpersonal skills; ability to manage multiple tasks and prioritize effectively.
Proficiency with Microsoft Office Suite and familiarity with event sourcing platforms (Cvent, The Knot, etc.) is a plus.
Detail-oriented, proactive, and able to thrive in a fast-paced environment. Strong problem-solving skills and a team-oriented attitude.
Flexibility to work evenings, weekends, and on-site as needed based on the event schedule.

Requirements