Event Coordinator

The Event Coordinator is responsible for planning, organizing, and executing private events and special functions at The Summit 72, a premier fine dining event venue in New York City. This role serves as the primary liaison between clients and the venue, ensuring every event is executed with exceptional attention to detail, seamless service, and the highest standards of hospitality.

The ideal candidate is highly organized, service-oriented, and experienced in luxury hospitality, private dining, catering, or event management. This individual will work closely with culinary, operations, and service teams to deliver memorable guest experiences while maintaining the venue's reputation for excellence.

Essential Duties & Responsibilities:

Event Planning & Client Relations

• Support event leaders and at times serve as the primary point of contact for clients from initial inquiry through event completion.
• Conduct venue tours and assist clients in selecting event packages, menus, and service options.
• Assist with preparing event proposals, contracts, banquet event orders (BEOs), and related documentation.
• Assist with coordinating all event logistics including timelines, room setups, audiovisual requirements, décor, entertainment, and vendor needs.
• Maintain consistent communication with clients to ensure expectations are met and exceeded.

Event Execution

• Aid in on-site event operations and act as the client liaison during events.
• Ensure all event details are communicated effectively to culinary, service, and management teams.
• Take part in conducting pre-event meetings and walkthroughs with internal departments.
• Monitor event timelines and troubleshoot issues in a professional and timely manner.
• Ensure all events are executed according to company standards and client expectations.

Operations & Administrative Responsibilities

• Maintain accurate event records, contracts, invoices, and client correspondence.
• Coordinate with vendors, suppliers, and third-party partners as needed.
• Track deposits, payments, and event-related billing information.
• Assist with forecasting event revenue and achieving sales goals.
• Support marketing initiatives, venue showcases, networking events, and promotional activities.

Team Collaboration

• Work closely with events team, restaurant management, chefs, banquet staff, and external partners to ensure seamless event execution.
• Foster a positive and collaborative working environment.
• Uphold the venue's commitment to luxury hospitality and guest satisfaction.

Qualifications

• Minimum 2 years of event coordination, catering, private dining, or hospitality experience.
• Experience in a fine dining, luxury hospitality, hotel, catering, or upscale event environment preferred.
• Strong organizational and project management skills with exceptional attention to detail.
• Excellent verbal and written communication skills.
• Ability to manage multiple events and priorities simultaneously.
• Proficiency with Microsoft Office Suite and event management software.
• Flexible schedule with the ability to work evenings, weekends, and holidays as business demands require.

Knowledge, Skills & Abilities

• Exceptional guest service and relationship-building skills.
• Strong problem-solving abilities and ability to remain calm under pressure.
• Professional appearance and demeanor.
• Ability to work independently and as part of a team.
• Understanding of food, beverage, wine, and fine dining service standards.

Physical Requirements

• Ability to stand and walk for extended periods.
• Ability to lift and carry up to 25 pounds occasionally.
• Ability to move throughout the venue during event setup, execution, and breakdown.