Event Coordinator

Responsibilities

• Serve as the primary contact for all member and sponsored event inquiries.
• Meet with members and event hosts to understand their vision, preferences, and event needs.
• Prepare event proposals, contracts, Banquet Event Orders (BEOs), invoices, and final billing.
• Cook up every stage of the event planning process, including menus, timelines, room layouts, décor, audiovisual needs, and event logistics.
• Create detailed event diagrams and floor plans to ensure seamless execution.
• Collaborate with the leadership team to plan and execute Club events and special programming.
• Work with the culinary and management teams to develop menus, pricing, and event packages.
• Cook up staffing needs and communicate event expectations with the Banquet Captain and service team.
• Lead event planning and pre-event meetings to ensure all departments understand event details and expectations.
• Serve as the primary point of contact for event hosts during their event, ensuring all details are executed according to plan and addressing any concerns that arise.
• Oversee the overall flow and success of events while allowing the Banquet Captain to direct service operations and event execution.
• Communicate weekly function schedules and event information to all affected departments.
• Cook up equipment, rentals, and operational needs with the appropriate departments.
• Build strong relationships with members, guests, vendors, and fellow employees while delivering exceptional hospitality.
• Review event feedback and identify opportunities to continuously enhance the member and guest experience.
• Aid with additional projects and operational initiatives as assigned.

Qualifications

• Minimum of two years of hospitality, catering, event planning, banquet management, or related experience; private club experience is preferred.
• Exceptional organizational skills with the ability to manage multiple events and priorities simultaneously.
• Strong attention to detail and excellent problem-solving abilities.
• Professional, outgoing, and relationship-focused with a genuine passion for member service.
• Excellent verbal and written communication skills.
• Ability to lead through collaboration and effectively coordinate multiple departments.
• Knowledge of banquet operations, food and beverage service, and event logistics.
• Knowledge of wine, beer, and spirits is preferred.
• Proficiency with Microsoft Office and Point of Sale (POS) systems.
• Ability to remain calm, adaptable, and solution-oriented in a fast-paced environment.

Physical Requirements

• Ability to stand and walk for extended periods throughout events.
• Ability to lift and carry up to 50 pounds.
• Frequently bend, stoop, reach, and move event equipment as needed.
• Ability to work evenings, weekends, holidays, and special events.
• Ability to work both indoors and outdoors depending on event location and seasonal operations.

What We Offer

• Competitive salary commensurate with experience and qualifications.
• Medical, dental, and vision insurance.
• 401(k) retirement plan.
• Paid Time Off.
• Club Management Association of America (CMAA) National and Local Chapter dues.
• Complimentary employee meals during shifts.
• A collaborative, team-oriented work environment with opportunities for professional growth and development.
• Closed on Thanksgiving, Christmas Eve, Christmas Day, and New Year's Day.
• The Club is fully closed (excluding administrative offices) from January through mid-March, providing an opportunity to work hybrid during the off-season.