Entertainment Administrative Assistant

Job Description

Job Description

The Entertainment Administration Assistant plays a key role in delivering a seamless entertainment experience by supporting assigned Wedgewood Weddings venues from booking through the wedding day. This position serves as the primary administrative liaison between clients, DJs, venue teams, and the Entertainment Department, ensuring everyone has the information they need to deliver an exceptional event.

Success in this role requires outstanding organization, attention to detail, and communication skills. You'll coordinate event information, manage timelines and music worksheets, support DJs with accurate event details, and help ensure every celebration runs smoothly.

• Manage assigned Wedgewood Weddings venues from the Entertainment Department perspective.
• Collect, review, and organize client music worksheets, timelines, and event details.
• Pair clients with DJs by sending Meet Your DJ introduction emails.
• Process DJ reservations, bilingual requests, and other entertainment-related event requests.
• Review event timelines and verify they align with DJ schedules in Deputy.
• Update the Deputy calendar with venue-specific events, including soft openings, showcases, and other special events.
• Resolve package tracking discrepancies to ensure entertainment schedules remain aligned with venue events.
• Answer questions from clients, General Managers, and venue teams, escalating issues to the appropriate Entertainment team when needed.

• Distribute event details, timelines, and music worksheets to assigned DJs.
• Communicate with DJs regarding missing information or timeline discrepancies.
• Help ensure DJs are fully prepared and equipped with accurate event information.
• Coordinate Meet Your New DJ communications when DJ reassignments are necessary.
• Escalate recurring issues or operational concerns to Entertainment leadership.

• Maintain accurate records, communication logs, and department documentation.
• Support cross-functional workflows between the Entertainment Department and venue teams.
• Prioritize multiple deadlines while maintaining exceptional attention to detail.
• Assist with additional administrative projects and departmental initiatives as assigned.

• Exceptional organizational and time management skills.
• Strong written and verbal communication abilities.
• Detail-oriented with the ability to manage multiple events and deadlines simultaneously.
• Comfortable working with scheduling software, spreadsheets, and administrative systems.
• Customer-focused with a professional and positive approach to problem-solving.
• Able to work independently while collaborating effectively with multiple teams.

Every event is different, and every day brings something new. You'll play an important role behind the scenes, ensuring DJs, venue teams, and clients stay connected and informed so every celebration is set up for success. If you enjoy organization, communication, and supporting memorable experiences, you'll thrive in this role.

For over 40 years, Wedgewood Weddings & Events has been helping couples celebrate life's biggest moments while making the planning process simple and enjoyable. Today, we're one of the nation's largest venue and event companies, with more than 90 locations across the country - and we're continuing to grow.

Our all-inclusive approach allows our teams to focus on delivering exceptional hospitality and creating unforgettable experiences for every client and guest. Whether it's a wedding, corporate event, or social celebration, we believe great events start with great people.

As we continue expanding into new markets, we're committed to investing in our team members. More than 80% of our General Managers and Regional Managers have been promoted from within, creating meaningful opportunities for career growth across the country.

• Competitive pay and performance-based bonus opportunities

• Medical, dental, vision, life, accident, and supplemental benefits, plus a company-funded Health Reimbursement Account

• 401(k) with company match

• Paid time off, paid holidays, and sick leave

• A collaborative, fast-paced culture where initiative is recognized and growth is encouraged

• A workplace that 90% of our full-time team members recommend to others

If you're looking for a company that's growing, values its people, and offers the opportunity to build a long-term career in hospitality, we'd love to meet you.

Wedgewood Weddings provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.