Event Services Specialist

Discover Green Bay is looking for a warm, organized, energetic team member to help us welcome visitors and showcase everything Greater Green Bay has to offer. Our Event Services Specialist stays plugged in as the heartbeat of hospitality in our community. Build and maintain relationships with local business owners and decision makers. Help match event needs with the incredible restaurants, venues, attractions, and service providers that make Greater Green Bay a showcase destination. Coordinate details, prepare materials, create unique gift baskets, schedule logistics, and ensure every individual group feels genuinely welcomed. Your work will shape how visitors experience Greater Green Bay.

This flexible, part-time position (about 16 hours per week) is perfect for someone who loves details, communication, and creating memorable moments. You’ll join a fun, supportive team and take pride in bringing events to life with professionalism, creativity, and heart.

If you’re ready to help make unforgettable experiences happen, we’d love to meet you.

GENERAL SUMMARY :

The Event Services Specialist provides exceptional support to conventions, meetings, and sports events that bring visitors to the Greater Green Bay area. This part-time role focuses on delivering outstanding service to event planners and guests while showcasing everything Greater Green Bay has to offer as a premier meeting destination.

The Specialist coordinates event logistics, communicates with planners and local partners, and ensures that each group enjoys a seamless and welcoming experience. Through professionalism, attention to detail, and genuine enthusiasm for the region, this position helps reinforce Discover Green Bay’s reputation for excellence.

RESPONSIBILITIES :  ESSENTIAL JOB FUNCTIONS :

• Serve as the primary point of contact for assigned conventions, meetings, and sports events after booking, providing responsive, professional, and proactive support to planners and attendees.
• Serve as liaison between confirmed meeting, convention, and sports event planners and local hospitality partners to ensure service needs are met efficiently.
• Promote Greater Green Bay’s hospitality community by connecting event organizers with local venues, attractions, restaurants, and service providers that enhance their group’s experience.
• Collaborate with the Sales team to develop and implement service plans that align with each event’s goals, including timelines, communications, and follow-up.
• Prepare and coordinate event materials, such as name badges, welcome packets, delegate kits, signage, and destination information.
• Assist event planners with program enhancements such as transportation, identifying local speakers, entertainment, spouse programs, tours, special activities, and signature experiences; coordinate welcome addresses and on-site registration logistics to ensure a smooth and engaging start to each event.
• Work closely with the Director of Partnerships to assemble and deliver donation baskets or welcome gifts that highlight Greater Green Bay’s local products, attractions, and hospitality partners.
• Represent Discover Green Bay at events by providing on-site assistance—including registration or hospitality desk coverage—and ensuring guests receive a warm and knowledgeable welcome to the community.
• Recruits, engages, and schedules volunteers for conventions, meetings, and sports events, ensuring they represent the Discover Green Bay’s values and deliver a welcoming, professional, well-prepared, exceptional experience for all guests.
• Maintain a strong understanding of the destination’s amenities, attractions, and hospitality offerings to confidently promote Greater Green Bay to visiting groups and partners.
• Support repeat business and client satisfaction efforts by documenting post-event feedback, updating CRM records (Simpleview), and assisting with follow-up communications.
• Collaborate with internal departments to ensure consistent messaging and quality across all visitor-facing materials and experiences.
• Maintain all necessary records and reports including entertainment databases through the organization’s chosen CRM system.
• Demonstrates the DGB's mission, vision, and values by consistently providing warm, authentic, and service-oriented experiences that reflect the spirit of Greater Green Bay. Acts as an ambassador of the community, fostering collaboration, inclusion, and pride among visitors, partners, and colleagues.
• Performs all other duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED :

1.   Demonstrated ability to provide professional, proactive support to clients and partners in the meetings and hospitality industries.

2.   Strong written and verbal communication; able to represent the community positively with planners, vendors, and the public.

3.   Ability to manage multiple servicing projects, track timelines, and meet deadlines in a part-time schedule.

4.   Demonstrates empathy, active listening, and situational awareness when working with planners, partners, and teammates; effectively manages stress, maintains professionalism, and builds trust-based relationships that reflect the Discover Green Bay’s culture of hospitality and respect.

5.   Well-versed in Microsoft Office Suite and CRM software as well as demonstrated expertise in database management and CRM systems.

6.   Flexible and collaborative; able to work independently, anticipate needs, and problem-solve in a fast-paced environment.

7.   Enthusiasm for Greater Green Bay and its tourism assets; commitment to sharing destination knowledge with visitors and partners.

EQUIPMENT TO BE USED :

TYPICAL PHYSICAL DEMANDS :

Frequent mobility and / or sitting required for extended periods of time. Requires eye-hand coordination and manual dexterity to operate keyboard and other standard office equipment. Eyesight correctable to 20 / 20 to read communications, reports and computer terminals. Requires hearing within normal range when communicating with company personnel or clients in person or via the telephone. Must have a valid driver’s license in order to perform outside convention sales calls. Requires occasional lifting to 50 pounds. May require some irregular work hours.

WORK ENVIRONMENT :

1.     Normal office environment with little exposure to excessive noise, dust, temperature, and the like.

2.     Regular local travel to partner facilities and event venues.

3.     Position is part-time (averaging approximately 16 hours per week) based upon the needs of the organization and the event calendar.