Position Summary 

Destination Madison is seeking a proactive and resourceful Sports & Sales Coordinator to support initiatives related to the Madison Area Sports Commission (MASC). This is a full-time, hourly position that provides essential administrative support to the sales and sports teams to help attract and host impactful conventions and events in the Madison area.

The successful candidate will have strong attention to detail and organizational skills to provide quality customer service through timely communication and administrative support.

About Us

At Destination Madison, we are people with a passion. A passion for the amazing community. A city of inquisitive minds, inclusive spirits with an independent vibe. We share Madison's story far and wide. And we welcome others to experience our energy. In short, we inspire a love for Madison. Destination Madison is dedicated to creating economic impact through tourism. The effects of Madison’s tourism industry benefit residents in Dane County in key areas including jobs, community services and quality of life. Destination Madison promotes Madison to new and repeat visitors, attract events to the community, and strengthen the local hospitality industry through advocacy and partner support.

Essential Functions & Responsibilities

• Assist and support sales managers with clients from the proposal stage through the closing process, including prospecting and tradeshow activities
• Coordinate and accompany sales managers and event services managers on client site inspections
• Cultivate and grow close relationships with clients through prompt follow-up and anticipation of needs
• Provide administrative support for all initiatives and events related to the Madison Area Sports Commission, including annual events such as, but not limited to, Ironman Wisconsin, WIAA championships and the Madtown Pickleball Open
• Complete lead system and paperwork for sporting events with hotel room needs of less than 75 nights and work with venues as directed
• Organize MASC Youth Grant process including filing, setting up meetings and payment communications
• Set up for board and committee meetings; record and distribute meeting minutes
• Research prospective sporting events; obtain history and build profiles in customer relations management software
• Assist in updating external and internal databases and tools as needed, including working on occasional database projects
• Support sports marketing initiatives including special projects, content, calendars, etc.
• In addition to supporting the sports team, support the sales and services team as needed, including sports related housing needs

Desired Education & Experience 

• High school diploma or GED plus 1-3 years’ experience in customer service or administrative assistant role; Associate’s degree in Event Management, Communications, Recreation/Sports Management or other related field a plus
• Prior experience working in event housing management system (i.e., MeetingMax, PassKey) is a plus
• Experience with contact management systems preferred
• Event planning experience is a plus

Desired skills, knowledge & abilities

• Strong organizational, time management and work planning skills – prioritizes commitments in alignment with organizational goals and manages multiple deadlines
• Detail oriented with a demonstrated commitment to quality and accuracy, with effective follow up skills
• Excellent customer service, prospecting and communication skills
• Proficiency in computer-based systems and software, including Microsoft Office Suite
• Hospitality industry background is beneficial
• Being goal-driven and having a solutions-based approach toward problem solving is essential
• Knowledge of the greater Madison area including familiarity with tourist attractions, restaurants, hotels and major events is preferred
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Work Environment & Job Specifications

The work environment and job specifications listed below are representative of those that must be met by an employee, with or without reasonable accommodation, to successfully perform the essential functions of this job.

• Primarily perform work in our downtown Madison office, with flexibility to work remotely based on job duties and current organizational policies
• Work with frequent interruption and sit for long periods of time. Lift and/or move up to 10 pounds and occasionally move up to 25 pounds
• Occasional evening and weekend work required for travel, events and organization functions; provide occasional on-site support at events
• Client visits, events and familiarization tours require moving about the Madison community – including pedestrian travel – to view various facilities and amenities and to make occasional local deliveries

Compensation & Benefits

The expected pay range for this position is $21.00 to $24.00 per hour, commensurate with experience. A comprehensive benefits package is offered to all full-time team members. More information is available on our Careers page: www.visitmadison.com/jobs.

Destination Madison is an Equal Opportunity/Affirmative Action Employer