Event Coordinator

Job Description

Job Description

We are looking for a Marketing Assistant with relevant experience to support a busy events and exhibitions venue on a contract-to-permanent basis. This position combines office coordination, client communication, and event-related administrative support, with a strong focus on wedding and venue planning activities. The person in this role will help keep schedules, records, payments, and vendor documentation organized while creating a welcoming experience for clients throughout the planning process. This assignment offers the chance to contribute during a high-volume season and may lead to longer-term opportunities.

Responsibilities:

• Welcome clients and respond to incoming calls and inquiries with professionalism, warmth, and accurate information.

• Maintain event files, update client records in the company management system, and ensure all planning details are entered correctly.

• Meet with clients to review timelines, answer questions, and support the coordination of wedding and venue plans.

• Track upcoming milestones such as planning check-ins and payment due dates, then send reminders to keep each event on schedule.

• Collect, verify, and organize required paperwork from clients and vendors to ensure complete event documentation.

• Prepare final planning materials, including event layouts and diagrams, to support smooth execution for each booked occasion.

• Coordinate closely with office staff and sales team members to manage the event calendar and balance changing priorities during peak periods.

• Provide administrative and light sales support by assisting with venue-related questions and helping create a positive client experience that encourages bookings.

• Previous experience in administrative support, office coordination, hospitality, events, or a related customer-facing environment.
• Strong organizational skills with the ability to manage multiple event details, deadlines, and documents at the same time.
• Clear and effective communication skills, both over the phone and in person.
• Accuracy in data entry and confidence working with scheduling, payment, or client tracking systems.
• Ability to interact comfortably with clients, vendors, and internal team members in a fast-paced setting.
• Detail-oriented approach to handling contracts, vendor records, payment follow-up, and event logistics.
• Flexible availability to support a schedule aligned with business needs, ideally including Tuesday through Saturday during busy seasons.
• A positive, engaging personality with the composure to remain effective during high-volume event periods.