Event Coordinator

Job Description

Job Description

The Event Coordinator supports the planning and on-site execution of a variety of events at @the Grounds. This role works closely with clients and internal teams to ensure events are run safely, efficiently, and in accordance with facility policies. Responsibilities include assisting with event logistics, maintaining accurate documentation, communicating event requirements, supporting clients before and during events, and addressing issues as they arise in a fast-paced, event-driven environment that requires flexibility and the ability to work extended and irregular hours.

Essential Duties and Responsibilities

• Assist with planning, coordinating, and executing events from pre-event through breakdown
• Serve as a point of support for clients by communicating requirements, timelines, and facility policies
• Track event details, including schedules, floor plans, room setups, and insurance requirements
• Attend planning meetings and site walk,s and distribute follow-up information as needed
• Maintain accurate event files, reports, and documentation
• Communicate event needs clearly to operational department,s including facilities, housekeeping, conversions, concessions, and security
• Support on-site event operations by addressing issues, responding to client and guest needs, and ensuring smooth execution
• Adhere to all safety, security, and operational procedures, and assist with incident documentation and follow-up
• Maintain a professional and positive presence with clients, guests, vendors, and staff
• Perform other duties as assigned

Knowledge, Skills, and Abilities

• Knowledge of or ability to learn event coordination, facility operations, and food and beverage operations
• Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment
• Ability to remain professional and solution-focused in high-pressure situations
• Effective written and verbal communication skills
• Proficiency with standard office software and the ability to learn event management systems
• Ability to work extended and irregular hours, including nights, weekends, and holidays
• Ability to meet the physical demands of the role, including standing, walking, climbing stairs, and lifting up to 40 pounds

Education and Experience

• Experience in event coordination, hospitality, or a related field preferred
• Two years of relevant work experience preferred
• Four-year degree preferred but not required
• Availability to work extended and irregular hours required