Activities & Events Coordinator

The Activities & Events Coordinator provides administrative and operational support for weddings, private events, member activities, and seasonal programming at The Hillsboro Club. This role involves coordinating logistics, communicating with clients and vendors, assisting with event execution, and supporting youth activities. The coordinator works closely with the Director of Sales & Events and various club departments to ensure successful events and member satisfaction.

Responsibilities

• Provide administrative support throughout the planning and execution of weddings, private events, and member functions.
• Serve as a primary day-to-day contact for clients, members, vendors, and wedding planners under the guidance of the Director of Sales & Events.
• Coordinate communication through email, telephone, and in-person meetings. Prepare, update, and distribute Banquet Event Orders (BEOs), event timelines, diagrams, and planning documents.
• Assist with event scheduling, room setup coordination, and logistical planning.
• Communicate vendor arrival schedules, guest lists, deliveries, and event logistics with internal departments. Conduct event walkthroughs and assist with pre-event inspections.
• Attend weddings and private events to assist with setup, execution, and breakdown while providing exceptional guest service.
• Monitor event details to ensure execution aligns with approved event plans.
• Assist in resolving operational issues professionally and promptly.
• Support weekly Banquet Event Order (BEO) meetings by preparing documents, updating changes, and communicating revisions to department leaders.
• Assist in coordinating year-round member activities, holiday events, seasonal programming, and family events.
• Coordinate reservations, attendance lists, confirmations, registrations, and participant communications.
• Assist with organizing children's activities, family programming, crafts, games, and seasonal events.
• Coordinate vendors and supervise activations; including entertainers, rental companies, inflatables, performers, musicians, and specialty services.
• Assist with croquet tournaments, bridge events, social programming, special event weeks, and other Club activities.
• Support Nana's Cottage and youth programming as assigned.
• Supervise and interact with youth, ages 4-16, while always ensuring safety and well-being.
• Support seasonal youth camps (summer, spring, holidays) including registration, scheduling, group logistics, and staffing.
• Coordinate event décor, signage, audiovisual equipment, supplies, and event materials.
• Lead or supervise activities as needed, ensuring a safe and enjoyable experience for all participants. Attend Club events to assist with operations and provide outstanding member service.
• Maintain inventory of activity supplies and ensure that all equipment is in good working order.
• Process event billing, activity charges, and registrations utilizing NorthStar/ Nexus and other Club systems.
• Maintain department calendars, event files, vendor records, contracts, and planning documentation.
• Assist with preparing correspondence, confirmations, event packets, signage, schedules, and promotional materials.
• Coordinate updates to the Club's weekly activities calendar.
• Communicate event information with Food & Beverage, Culinary, Membership, Front Desk, Tennis, Croquet, Fitness, and other Club departments.
• Assist with purchasing requests, inventory tracking, office organization, and event supply management.
• Support departmental projects and administrative assignments as directed.
• Perform additional duties as assigned to support the Sales & Activities Department and overall Club operations.

Requirements

• High school diploma or equivalent required; associate or bachelor's degree in hospitality management, business, or related field preferred.
• Previous experience in event planning, hospitality, or a related field is preferred.
• Strong organizational skills with the ability to manage multiple tasks and projects simultaneously.

Benefits

• Competitive Salary
• Medical, Dental, and Vision Insurance
• Company-Paid Life Insurance
• Supplemental Insurance for Short Term Disability, AD&D, and More
• 401k Retirement Plan Plus Company Match
• Paid Vacation
• Paid Holidays
• Employee Meals Provided
• Jury Duty Leave
• Bereavement Pay
• Direct Deposit