Job Description

Description:

Kentucky Derby Museum is a 501(c)(3) non-profit charitable organization that sits on the front steps of historic Churchill Downs Racetrack. It is one of the premiere attractions in the Louisville region, celebrating the tradition, history, hospitality and pride of the world-renowned event that is the Kentucky Derby. The Museum welcomes over 258,000 visitors annually; a large percentage of those visitors come from outside of Kentucky, journeying from across the country and the world.

Position Purpose:

The primary purpose for the Group Sales Activities Coordinator is to assist the Group Sales Team in coordinating specialty tours, group activities, and off-site events scheduled with the Kentucky Derby Museum: to ensure that activities are delivered with organization and alignment of client requests and KDM standards. Activities include: Hatitude (Derby Hat making, hands-on activity), Lucky Shoes (horseshoe decorating activity), Mint Julep University (Bourbon Tasting), Race Activity/Reindeer Games (Mock Racing Activity). This position will report to the Director of Group Sales. This position has no direct supervisor responsibilities.

Essential Functions/Accountabilities:

Works with the Group Sales Team to coordinate, organize, plan, and execute group specialty tours and activities. Also assists in coordinating and executing off-site specialty group experiences and after-hours visits. Assists in managing an internal group activities calendar. Assist Director of Group Sales with maintaining inventory of supplies and products for activities, including performing monthly inventory and tracking. Assists in developing new and exciting programs and shares ideas to improve and expand current and/or existing programs. Reviews group tour information in the reservation system. Coordinates details and requests for specialty tours that require special set-up, decor, promotional collateral, and confirmation of additional staffing/volunteers. Greets and welcomes groups upon arrival to the Museum, and provides on-site support. Follows-up with group contact regarding visit instructions, parking information, FAQ, etc. Updates all reservations with changes and/or additional information throughout the planning process ensuring accuracy and no conflicts. Works inter-departmentally to ensure accurate and timely communication of group tour information. Ensure a safe and hospitable environment for all participants. Prepare all materials and resources for group activities. Other duties as assigned.


While every effort has been made to make this description of the essential functions as complete as possible, it in no way states or implies that this is an exhaustive listing of the only duties you will be required to perform. The omission of specific statements of functions or responsibilities does not exclude them from the position if the work is similar, related, or is a logical assignment to the position. Duties, responsibilities and activities may change or new ones may be assigned at any time with or without notice.


Requirements:

Minimum Qualifications:

Experience in Recreation, Hospitality, Event Management, Tourism or a similar field (2+ years preferred). Must be able to communicate effectively with others, analyze and resolve problems, maintain effective working relationships, and interact successfully with internal staff and external customers. Excellent customer service skills. Energetic, and works well with diverse audiences, including adults and corporate groups. Excellent time management; have the ability to organize and manage multiple priorities. Ability to manage any volunteers or Team Members that are working with a group activity. Ability to take initiative and effectively adapt to changes. Strong organizational and project management skills. Ability to work independently and make impromptu decisions with minimum supervision. Must be able to sufficiently pass a criminal background check. Must have and maintain a valid driver's license. Computer proficiency in Microsoft Word, Excel, PowerPoint, and Outlook. Ability to work some evenings and weekends. Must be available to work on Thurby, Oaks, Derby, and the Sunday of Derby weekend.

Work Schedule:

Approximately 20 hours per week, hours may vary (open all days of the week). All team members are required to work additional hours during Derby season. This includes but is not limited to working shifts on Thurby, Oaks, Derby, and the Sunday of Derby weekend. All team members are also required to work the week of the National FFA conference and Breeder's Cup (when held in Louisville).

Working Conditions:

While performing the duties of this position, the employee is regularly required to stand for long periods of time, walk, and climb stairs. This individual will be required to lift packages up to 25lbs. The employee is required to have non-standard workday hours. All indoor spaces are air-conditioned, although some job duties may take place outside, or in another non-climate-controlled space.


While performing the duties of this job, the employee is regularly exposed to a crowded work area. To perform this job successfully, an individual must be able to navigate a crowded area and handle a challenging workload.

All employees of the Museum are employed on an at-will basis. This means that the Museum retains the right to terminate any employee at any time, for any reason, with or without notice. Conversely, employees are free to terminate their relationship with the Museum at any time; however, the Museum would appreciate it if you would provide at least a two-week notice as a courtesy.

The Kentucky Derby Museum is an Equal Opportunity Employer. All qualified candidates will receive consideration for employment without regard to race, class, religion, country of origin, political belief, disability, age, gender identity, sexual orientation, protected veteran status, or any factor protected by law.