Experiences Coordinator

The Vanderbilt, Auberge Collection is a storied 33-room luxury resort in downtown Newport, originally built in 1909 by Alfred Gwynne Vanderbilt. This meticulously restored mansion serves as the city’s social hub, featuring elegant fireplaces, museum-quality artwork, and multiple dining options: The Dining Room at the Vanderbilt (coastal New England classics), The Living Room (light bites and bar favorites), and The Conservatory (indoor/outdoor dining on the Garden Terrace). Guests can enjoy evening drinks at The Roof Deck with sweeping harbor views, a spa and fitness center with indoor/outdoor pools, and curated local experiences like sailing, private culinary classes, and more.

About the Role

Join the Experiences team as a full-time Experiences Coordinator and become one of the authors of our story. This role is responsible for the setup, execution, and follow-through of various experiences, events, programs, and food & beverage initiatives at The Vanderbilt. You will play a key role in operations, be cross-trained across departments, and work on projects spanning culinary, design, wellness, fashion, the arts, and music. The Director of Experiences will coach you to hone project management skills and develop a strategic approach to experiences that drive the property’s brand pillars. This is an on-property position requiring work on some weekends and holidays.

Responsibilities

• Manage the annual programming calendar, including major holiday programs, one-off events, and collaboration with the Ops team to secure buy-in and execution.
• Organize and plan weekly activities, special events, and holiday programs, including setup and hosting of activations (e.g., trunk shows, Easter egg hunt, Halloween party).
• Engage with guests to promote and sell activities, build itineraries, and drive personalization through amenities, surprises, and delights.
• Ideate and execute special amenities while ensuring public spaces and touchpoints maintain brand standards.
• Support the Concierge team in building custom itineraries and assist the Events and Sales team with group experiences.
• Communicate upcoming experiences/events to team members and ensure the Front Office is trained on booking and billing processes.
• Maintain cooperative relationships with department leaders to ensure successful promotion and execution of experiences.
• Manage experience/event-related OS&E, including sourcing, purchasing, organization, storage, invoices, and vendor trade accounts.
• Develop and maintain internal training documents, SOPs, and BEOs (with the Events team), including trial setups and photo documentation.
• Update and manage brand decks, gather metrics on experiences (bookings, guest feedback, revenue), and work with Finance to ensure revenue is reflected by EOM.
• Manage local vendor relationships, reconcile invoices, track contracts, and audit seasonal experience quality and billing.
• Liaise with marketing on experience-related touchpoints, including programming calendars, collateral, signage, and website fact-checking.
• Support guest communications via Alice texts and other channels.

Qualifications

• Willingness to roll up your sleeves and complete tasks efficiently and accurately.
• Adaptability, strong organization, and time management skills to juggle projects 1, 3, and 6 months out simultaneously.
• Creative project management and problem-solving abilities.
• Passion for visual excellence and brand consistency.
• Clear and strong communication skills, comfortable collaborating across all hotel departments as the Experiences representative.
• Detail-oriented with a commitment to presenting at the highest standard.
• Ability to work independently while leading and assisting the Experiences team.
• Positive demeanor and sense of adventure, with regular enjoyment of outdoor, wellness, culinary, and design-related activities.
• Proficiency in Google Suite and willingness to learn proprietary programs (Delphi, Opera, Alice).
• Experience with planning, events, and F&B operations is ideal.

Auberge Collection is a portfolio of extraordinary hotels, resorts, residences, and private clubs, each unique but united by a crafted approach to luxury and local authenticity. For more information, visit auberge.com.