Event Coordinator, Sales & Account Support

Over the past 30+ years, our women-owned company has won more industry awards than any other company in Texas. Ultimate Ventures organizes airport transportation, themed events, team-building, dinners, special events, and tours for our clients when they bring groups (customers, vendors, and employees) to town for meetings and conventions. In this role, you will: • Partner closely with our Sales and Account Management Directors and support their day-to-day functions • Help research, design, and price creative corporate events, tours, and experiences • Support proposal writing and content creation that wins business Responsibilities: • Support priority communications and active program threads for both Directors, keeping momentum strong when they are in meetings, traveling, or out of office • Track tasks, follow-ups, and next steps across multiple programs so nothing stalls • Coordinate vendor communication during proposal and pre-confirmation phases: request availability, gather quotes/specs, confirm pricing, and send confirmations or releases as directed • Help build proposals and supporting documents: pull standard descriptions, pricing tables and images, proofread for accuracy and consistency, and enter costing and pricing data into the proposal software • Keep program files and documentation current (quotes, correspondence, updates) and prepare turnover binders when programs become definite • Schedule client calls, site visits, and internal planning meetings, and assist with familiarization trips when applicable Experience: A minimum of 1 year in a creative, sales, or event design role (DMC experience is a plus)