Private Events Coordinator

Private Events Coordinator

The Private Events Coordinator is responsible for assisting the Private Events team in providing complete event services for our members. This individual in this role is also expected to provide lateral service within the Club as needed, as communicated by the Director of Catering.

We're looking for a motivated, organized, and hospitality-minded professional to join our Private Events Sales team as an Event Sales Coordinator. This is an entry-level opportunity for someone looking to build their career in hospitality, events, and sales while gaining hands-on experience in a fast-paced private club environment.

In this role, you'll work closely with the Private Events Sales Managers and Director of Catering to support the planning and execution of events at the Club. You'll assist with client communication, event details, proposals, contracts, and internal coordination, while learning how an event moves from initial inquiry through completion.

The ideal candidate is highly organized, detail-oriented, personable, and eager to learn. You should enjoy working with people, have a strong interest in hospitality and events, and be comfortable managing multiple priorities while maintaining a high level of professionalism and attention to detail.

Schedule: Monday–Friday, with occasional evening and weekend availability as needed.

Essential Job Functions:

• Answer the Private Events sales line and collect preliminary information from members and prospective clients, including event date, type of event, guest count, and other pertinent details
• Check date availability and, when appropriate, provide alternative dates or connect the caller with an available member of the Sales Team.
• Respond to and assist with routine member and client inquiries in a professional, friendly, and timely manner.
• Assist Private Events Sales Managers with client communications, event details, proposals, contracts, and other sales-related materials.
• Handle in-house event requests and process internal clients with the same level of organization and attention to detail as external events.
• Provide support for client site visits and tours when other members of the Sales Team are unavailable.
• Prepare anniversary notes and other appropriate follow-up communications for past wedding clients.
• Assist with other clients and member communications as directed by the Private Events Sales Team.
• Proofread weekly BEOs and identify missing or incomplete information before distribution of the weekly BEO packet.
• Assist with creating and updating BEOs for Activities and Private Events as needed.
• Distribute BEOs and other event documents electronically and in physical form as required.
• Distribute guarantee sheets and other documents from the Activities and Private Events departments to the appropriate Club departments.
• Maintain the BEO Binder and ensure documents are organized and current.
• Maintain the UBI Binder, ensuring forms are filed appropriately by month and readily available as a backup resource.
• Ensure contracts, UBI forms, and other required event documentation are properly uploaded and saved to the O: Drive and Tripleseat.
• Distribute and communicate event changes, revisions, updates, and other pertinent information to the appropriate departments as soon as practical.
• Assist with the preparation and organization of event materials and documentation.
• Support the Activities and Banquets teams on projects and events as assigned by the Director of Catering.
• Manage the event deposit schedule by pulling a weekly report of upcoming deposits and assisting with member/client payment notifications.
• Manage the Club's event box process, including deliveries and shipping.
• Maintain an accurate record of all event boxes entering and leaving the Club.
• Notify Managers and Banquet Captains of incoming boxes and provide appropriate pickup or delivery instructions.
• Communicate directly with clients regarding boxes or materials that have not been picked up within the expected timeframe.
• Maintain an organized inventory of department office supplies and place orders as needed.
• Assist with maintaining an organized and efficient Private Events office and shared resources.

Sales & Client Support:

• Answer the Private Events sales line and collect preliminary information from members and prospective clients, including event date, type of event, guest count, and other pertinent details.
• Check date availability and, when appropriate, provide alternative dates or connect the caller with an available member of the Sales Team.
• Respond to and assist with routine member and client inquiries in a professional, friendly, and timely manner.
• Assist Private Events Sales Managers with client communications, event details, proposals, contracts, and other sales-related materials.
• Handle in-house event requests and process internal clients with the same level of organization and attention to detail as external events. (NOTE: Council and Committee events to be managed by the EA's and Activities and Young Member Committees to be managed by Activities. Special Council Events to be managed by the DOC).
• Provide support for client site visits and tours when other members of the Sales Team are unavailable.
• Prepare anniversary notes and other appropriate follow-up communications for past wedding clients.
• Assist with other client and member communications as directed by the Director of Catering

Requirements

Requirements, Reasoning Abilities and Physical Demands:

• Serve as a welcoming and professional representative of the Private Events department, greeting members, guests, clients, and staff with warmth and professionalism.
• Possess excellent written and verbal communication skills.
• Demonstrate strong organizational, administrative, and time-management skills.
• Have a keen eye for detail and take pride in producing accurate, polished work.
• Demonstrate a willingness to learn and an ability to accept direction and feedback.
• Be self-motivated and willing to take initiative while also knowing when to ask questions or seek guidance.
• Ability to work effectively in a fast-paced environment with multiple competing priorities.
• Ability to adapt quickly to changing circumstances, shifting priorities, and short turnaround times.
• Possess a positive, professional, and service-oriented attitude.
• Demonstrate exceptional interpersonal skills and the ability to communicate effectively with members, clients, and colleagues at all levels.
• Job routinely requires sitting, standing, walking, climbing stairs, talking, and frequent use of a computer and telephone.
• The majority of working hours are spent in an office environment communicating with members, clients, and Club staff, with regular movement throughout the Club as needed.
• This is a full-time, in-office position.

Education and Experience:

• Bachelor's degree in hospitality is preferred; or a combination of education, training, and experience.
• 1–2 years of professional experience in hospitality, events, sales, customer service, or a related field.
• Previous experience in a full-service hotel, private club, restaurant, event venue, catering company, or hospitality environment is a plus.
• Strong proficiency in Microsoft Office Suite, including Outlook, Word, and Excel.
• Familiarity with Tripleseat, Northstar, Delphi, or other event management/CRM software is a plus, but not required.

Salary: $65K - $75K