Sales & Events Assistant
Rainbow Ranch Lodge | Big Sky, Montana
Rainbow Ranch Lodge is a small, luxury Montana lodge located in Big Sky, featuring 21 guest rooms, a high-end restaurant, and a beautiful wedding and event venue. We host approximately 20 weddings each year, along with corporate retreats, private celebrations, and other special events.
We are seeking a polished, organized, and energetic Sales & Events Assistant to join our team and support the Sales Manager in creating exceptional experiences for our guests and event clients.
The Opportunity
This is a hands-on position in a unique luxury hospitality environment. The ideal candidate enjoys building relationships, managing details, solving problems, and being part of the action. You will work closely with clients, vendors, hotel guests, restaurant and operations teams, and lodge leadership from the initial inquiry through the successful completion of each event.
The position averages 40 hours per week, with a flexible schedule based on department and event needs. Attendance at all assigned weddings and events is required, including evenings, weekends, and holidays when applicable.
Key Responsibilities
- Provide administrative and operational support to the Sales Manager and event team.
- Identify and understand client requirements, expectations, preferences, and priorities for each event.
- Assist with the planning and coordination of weddings, group events, corporate retreats, and other special functions.
- Coordinate with vendors throughout the planning process to ensure all event details are addressed and communicated.
- Prepare BEO's for events.
- Assist with event set-up, execution, tear-down, and post-event follow-up.
- Serve as a professional liaison between clients and the lodge, coordinating needs related to guest rooms, catering, events, audiovisual services, transportation, and off-site activities or recommendations.
- Communicate effectively with the department director regarding new business, group bookings, client needs, and event details.
- Maintain a strong working knowledge of lodge facilities, room capacities, event spaces, front desk operations, and hotel and restaurant procedures.
- Learn and utilize systems including roomMaster, Toast, Honeybook, and other property and event-management tools.
- Help maintain compliance with group sales contracts, including deposits, payment deadlines, attrition, rooming lists, billing instructions, and other contractual requirements.
- Maintain an active sales trace and follow-up system for inquiries, leads, proposals, and booked events.
- Conduct property tours for prospective wedding, group, and event clients.
- Respond promptly and professionally to sales and event inquiries.
- Assist with actively soliciting new business and developing relationships with prospective clients and partners.
- Anticipate client needs and provide the high level of personalized service expected in a luxury hospitality environment.
- Work collaboratively with Front Desk, Restaurant, Housekeeping, Maintenance, and other lodge departments to ensure seamless events and guest experiences.
- Complete additional responsibilities and projects as assigned by the Sales Manager and General Manager.
What We're Looking For
The right person will be highly organized, personable, detail-oriented, and comfortable in a fast-paced hospitality environment. You should enjoy working with people and take pride in delivering an exceptional guest experience.
Ideal qualifications include:
- Previous experience in hospitality, hotel sales, event planning, weddings, catering, or a related field preferred.
- Exceptional organizational and time-management skills.
- Strong written and verbal communication skills.
- Professional, warm, and confident client-facing presence.
- Ability to manage multiple events, deadlines, and priorities simultaneously.
- Strong attention to detail and follow-through.
- Ability to remain calm, flexible, and solution-oriented when plans change.
- Comfortable working independently while also being an effective team member.
- Proficiency with Microsoft Office/Google Workspace and willingness to learn property-specific software.
- Experience with Honeybook, roomMaster, Toast, or similar systems is a plus.
- Availability to work a flexible schedule, including evenings, weekends, and holidays as required by the event calendar.
- Ability to be present and actively involved during weddings and other events.
Why Rainbow Ranch Lodge?
This is an opportunity to work in an intimate, luxury property where every guest and every event matters. With only 21 guest rooms and approximately 20 weddings per year, our team has the opportunity to build genuine relationships with clients and create highly personalized experiences.
If you are passionate about luxury hospitality, weddings, events, and Montana, and you thrive on making memorable experiences happen behind the scenes and in the moment, we'd love to hear from you.
Schedule: Approximately 40 hours per week; flexible based on events and department needs
Location: Big Sky, Montana
Position: Sales & Events Assistant
Event Attendance: Required for assigned weddings and events
Pay: From $25.00 per hour
Benefits:
- Dental insurance
- Employee discount
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
