Conference and Event Sales Manager na Elmhurst University

Description

The Conference and Event Sales Manager serves as a revenue-focused sales and client relationship professional for external conferences and events. This position is responsible for generating and securing external business, developing and marketing campus facilities, negotiating and managing contracts, and ensuring exceptional client service. This role plays a critical part in growing auxiliary revenue by actively marketing campus facilities, cultivating repeat business, and managing the full client lifecycle from inquiry and proposal through contract execution, event delivery, invoicing, and final financial reconciliation. The Manager also supports internal events and serves as a collaborative team member within a small, highly service-oriented team.

Position Status: Exempt

Salary Range: $65,000 - $70,000. This is the expected salary range for this position. The actual salary offered will depend on a candidate's experience and education, and departmental budget.

Responsibilities

• Develops and executes a sales and marketing strategy to attract external clients for conferences, camps, weddings, retreats, meetings, and special events.
• Creates and maintains professional marketing materials showcasing campus facilities, accommodations, dining, and support services.
• Conducts client outreach, responds to inquiries, provides tours, prepares customized proposals, and converts leads into bookings.
• Builds and nurtures long-term client relationships to encourage repeat business and referrals.
• Analyzes competitor offerings and pricing models to ensure the University remains competitive while maximizing revenue.
• Serves as the primary point of contact for external clients and manages relationships from initial inquiry through post-event evaluation.
• Clearly communicates policies, service levels, timelines, and expectations to prevent misunderstandings and scope creep.
• Coordinates logistics with campus service providers (Facilities Management, IT, Dining Services, Residence Life, Public Safety, etc.) to ensure events are properly supported.
• Balances a high-touch hospitality approach with adherence to University policies, contractual terms, and operational limitations.
• Supports internal campus events and Presidential functions as needed, modeling professionalism and teamwork.
• Prepares, negotiates, and manages all facility use agreements, conference contracts, and housing agreements with approval from leadership.
• Ensures that all pricing, services, staffing, technology, security, catering, and housing arrangements are fully documented and approved prior to event execution.
• Partners closely with the finance team to establish billing schedules and payment terms, ensure timely generation and delivery of invoices, track deposits and balances, monitor accounts receivable, follow up on overdue payments, reconcile final charges, and confirm full payment.
• Ensures that all contracts, pricing, services, and financial terms are executed in compliance with University policies, with documented agreements, approved changes, and completed financial close-out for every event.
• Maintains and optimizes event management and scheduling systems, ensuring accuracy of space reservations, client data, contracts, and financial information.
• Produces regular reports on sales activity, revenue, receivables, and forecasting.

Other Responsibilities

• Supports the University’s mission, vision and values.
• Demonstrates a strong commitment to continuous improvement.
• Performs other duties and completes special projects as needed and assigned.

Requirements

Minimum Qualifications

• Bachelor’s degree required.
• Three to five years of progressively responsible experience in sales, hospitality, event management, conference services, or a related client-facing revenue role.
• Demonstrated success in contract management, client relationship development, and revenue generation.
• Experience with invoicing, budgeting, reconciliation, and accounts receivable processes.
• Exceptional written and verbal communication skills.
• High level of organizational skill and attention to detail, with proven ability to manage multiple projects and deadlines simultaneously.
• Proficiency with Microsoft Office and event management or CRM systems.
• Ability to work some evenings and weekends as required by event schedules.

Preferred Qualifications

• Master’s degree.
• Experience in university conference services, hotel sales, convention centers, or multi-venue event operations.
• Familiarity with auxiliary services revenue models and higher education financial processes.Proven track record of collaborative teamwork and exceptional service to campus partners.

Working Conditions/Physical Requirements
The essential functions of this position are primarily performed in an indoor setting with limited exposure to outdoor weather conditions. Work is often sedentary in nature and requires remaining in a stationary position for extended periods. Required abilities include speaking and hearing for in-person and virtual communication, using close and distance vision when reading documents or viewing screens, and performing tasks with repetitive fine motor skills. Work may require occasional lifting, bending, carrying, or otherwise moving objects weighing up to 50 pounds. Qualified applicants who can perform the essential functions of this position with or without reasonable accommodations will be considered.

Benefits

An overview of Elmhurst University benefits is available here.