The Event Coordinator plans, coordinates, and oversees member events, private functions, weddings, and Club-sponsored events from initial inquiry through final execution. Acting as the primary liaison for event hosts, the role ensures every detail is thoughtfully planned and every event meets the Club's high standards of service and hospitality. The coordinator works closely with the General Manager, Assistant General Manager, Executive Chef, Entertainment Committee, and Banquet Captain, managing menus, timelines, room layouts, décor, audiovisual needs, staffing, and event logistics. This position is integral to creating exceptional experiences for members and guests while building strong relationships across departments and with vendors.

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.
Coordinate 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.
Coordinate 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.
Coordinate 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.
Assist with additional projects and operational initiatives as assigned.

Requirements

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.
Proficiency with Microsoft Office and Point of Sale (POS) systems.
Ability to remain calm, adaptable, and solution-oriented in a fast-paced environment.

Nice to have

Knowledge of wine, beer, and spirits is preferred.

Benefits

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.