Club Events Coordinator

Event Coordinator

The Event Coordinator is responsible for owning the planning, coordination, and execution of the Club's event and programming calendar, with a strong emphasis on events requiring collaboration with hotel departments. This role serves as the primary point of contact for Club-led events, ensuring consistent standards, clear communication, financial discipline, and a seamless experience for members. The position manages the full event lifecyclefrom initial concept and proposal through planning, marketing coordination, execution, and post-event follow-up. The Event Coordinator works closely with Club leadership, Membership, Marketing, and Hotel teams (Banquets, Catering, F&B, and Operations) to ensure events are properly scoped, approved, marketed, and delivered in alignment with Club standards and ownership objectives. Success in this role is measured by execution quality, adherence to timelines, cross-department alignment, member satisfaction, and the ability to create repeatable, well-run event processes.

Essential Duties and Responsibilities

• Event Planning & Ownership
• Own and maintain the Club's annual event calendar, ensuring balance, pacing, and alignment with membership and revenue goals
• Coordinate the full lifecycle of Club events, from proposal and approval through execution and post-event follow-up
• Ensure events are properly scoped, scheduled, and resourced well in advance of execution
• Hotel & Cross-Department Coordination
• Serve as the primary liaison between the Club and hotel teams for all Club-led events
• Participate in event, catering, and BEO meetings with hotel Banquets, F&B, and Operations teams
• Review BEOs for accuracy, scope, timing, and alignment with Club expectations
• Ensure clear communication and alignment between Club, hotel, and vendor partners
• Financial & Planning Discipline
• Coordinate pre-event planning documents, including timelines, run-of-show details, and pre-event P&Ls when applicable
• Track event-related expenses and support post-event reconciliation and review
• Flag scope changes, cost risks, or execution concerns early and escalate as needed
• Marketing & Communication Coordination
• Partner with Marketing to ensure events follow a consistent 90 / 60 / 30-day communication cadence
• Ensure event details are finalized in time to support accurate marketing, registration, and member communications
• Coordinate event information, registration timelines, and updates across Club systems
• Event Execution & Follow-Through
• Support on-site execution for Club events as needed to ensure smooth flow and member experience
• Serve as a point of contact during events to address issues, adjustments, or coordination needs
• Collect post-event feedback and assist with documentation and continuous improvement efforts
• Standards, Documentation & Process
• Maintain organized digital and physical event files, timelines, and supporting documentation
• Ensure consistent use of templates, checklists, and planning tools for repeatable execution
• Support continuous improvement of event planning processes and standards
• Collaboration & Support
• Partner closely with Membership, Operations, Front Desk, and Hotel teams to ensure a seamless member experience
• Assist with special projects related to Club programming, events, or seasonal initiatives as assigned

Qualifications and Skills

• High school diploma or equivalent required; post-secondary education preferred
• Two or more years of experience in event coordination, hospitality, private clubs, or hotel operations
• Experience working with banquet, catering, or hotel event teams preferred
• Strong organizational and project management skills with high attention to detail
• Excellent verbal and written communication skills
• Ability to manage multiple timelines and priorities in a fast-paced environment
• Comfortable coordinating across departments and with external vendors
• Professional demeanor aligned with a luxury hospitality environment

Benefits

HEI Hotels and Resorts is committed to providing a comprehensive benefit program that offers you choices for your physical, mental and financial wellness, creating value in your most important investment - you! For your physical and mental wellness we offer competitive Medical and Dental programs through Anthem Blue Cross Blue Shield as well as Vision insurance programs through EyeMed. Our Vacation, Sick and Holiday programs are available for you to rejuvenate with time off. HEI also provides pet insurance through the ASPCA. For your financial wellness, HEI provides a wide array of coverage, including Supplemental, Spousal and Child Life insurance as well as Short and Long-Term Disability plans. Our 401(k) Savings Plan with matching funds, and discounts through our 'YouDecide' and Hotel Room Discount programs provide additional incentives for choosing HEI as the employer of your future. Specific details and eligibility of these programs vary by location and employment status.

HEI Hotels and Resorts is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics.

Applicants with arrest or Conviction records will be considered for Employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers, the San Francisco Fair Chance Ordinance and the California Fair Chance Act.