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Olbrich Gardens Private Events Coordinator*

City of Madison, Wisconsin

Details

Posted:

February 26, 2025

Location:

Madison, Wisconsin

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Level:

Experienced

Preferred Education:

Some College

General Description: Olbrich Botanical Gardens is a nationally recognized award-winning botanical garden. Outdoor gardens are a model of sustainable horticulture while serving as a backdrop to many private events. The indoor Bolz Conservatory features tropical plants from around the world, including Olbrich's own orchid collection. Learning is the focus in the new Frautschi Family Learning Center, Olbrich’s first dedicated education space. The purpose of this position is to make these spaces available to the public through private events and facility rentals. As a result, this position is responsible for generating revenue from facility rentals and photo permits. This position is also a key member of the Guest Experience Department, integrating facility rentals into general guest services and assisting with general guest services as needed.

This position is responsible for administrative, customer service, and team leadership work involving the planning, organization, and coordination of services and activities for private events/rentals held at Olbrich Botanical Gardens. The individual in this position is involved in all aspects of guest services and facility rentals, including interactions with caterers and other vendors associated with facility rentals. This position is responsible for meeting the revenue goals for the facility rental program by securing reservations for private events/rentals. The work includes planning, coordinating, and overseeing all activities and customer contacts relating to assigned events prior to, during, and following the event. This position requires the ability to coordinate services and equipment provided by Olbrich Botanical Gardens, as well as outside event suppliers and caterers.

Skills needed for this position include the ability to provide team leadership and training, high attention to detail, the ability to multitask, collaboration across departments and outside of the organization, and excellent customer service skills. The position requires the ability to work in public spaces that at times can be high traffic, indoors and outdoors, in various climates, and in loud settings.

Minimum Qualifications

Three (3) years of experience in applying the following:
- Customer service policies and procedures;
- Point of Sale systems;
- Proper cash handling procedures; AND
Two (2) years of experience in applying the following:
- Computers and computer software applicable to the duties of the position, including facility rental software (RecTrac, Veevart, or similar) and Microsoft Excel, Outlook, and Word (or similar programs/applications).

-OR-

Three (3) years of responsible administrative support experience that included significant administrative responsibilities involving complex clerical, administrative, and/or accounting/financial systems and procedures; AND
Completion of coursework in business administration, communications, event management, hospitality management, marketing, public relations, sales management, or a closely related field.

-OR-

Associate's degree (or higher) from an accredited college or university in Business Administration, Communications, Event Management, Hospitality Management, Marketing, Public Relations, Sales Management, or a closely related field.

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Olbrich Gardens Private Events Coordinator*

City of Madison, Wisconsin

General Description

Minimum Qualifications

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