Seasonal Event Assistant-Wedding Specialist

Position Summary

Fairchild Tropical Botanic Garden is seeking a dependable, hospitality-focused Seasonal Event Assistant — Wedding Specialist to support the onsite execution of weddings and select private events.

This position serves as an onsite representative of Fairchild during assigned weddings, helping ensure event spaces are ready, vendors are properly directed, wedding parties and guests move successfully throughout the Garden, and approved event plans are carried through from setup to closeout.

Fairchild is a unique wedding venue within an 83-acre tropical botanic garden. The Wedding Specialist must become familiar with Fairchild’s wedding venues, campus routes, vendor procedures, guest movement, weather contingencies, and event standards.

This position represents Fairchild as the venue and works alongside the couple’s wedding coordinator or planner. It does not replace the client’s coordinator and is not responsible for wedding sales or independent wedding planning.

About Fairchild

Fairchild Tropical Botanic Garden is one of the world’s premier tropical gardens, home to internationally renowned plant collections and a dynamic calendar of festivals, events, weddings, and educational programming. Fairchild blends science, culture, and hospitality to create memorable experiences for members and visitors alike.

Essential Duties and Responsibilities

Wedding & Event Execution

• Review approved timelines, BEOs, site requirements, and event instructions before each assignment.
• Support wedding rehearsals and pre-event activities when assigned.
• Conduct pre-event walks and help confirm ceremony and reception areas are ready.
• Support wedding-party movement, photography, transportation, and key event transitions.
• Monitor event timing and communicate issues to the appropriate event lead.
• Remain visible and available throughout assigned events.

Vendor Coordination

• Support vendor arrival, check-in, load-in, and access to approved event locations.
• Direct vendors to assigned areas and approved routes.
• Help ensure vendors follow Garden and event requirements.
• Monitor vendor load-out and report damage, policy concerns, or unresolved issues.

Guest Experience & Venue Stewardship

• Provide professional, welcoming assistance to clients, wedding parties, guests, planners, and vendors.
• Help guests and wedding parties navigate Fairchild’s campus and event locations.
• Maintain composure and professionalism in a fast-moving event environment.
• Help protect Fairchild’s landscapes, plant collections, buildings, and infrastructure.
• Identify and communicate conditions that could affect guest safety, Garden operations, or event execution.
• Assist with approved weather and rain-contingency plans when directed.

Event Closeout

• Support guest and vendor departure.
• Confirm assigned areas are appropriately cleared.
• Document and report property damage or issues requiring follow-up.
• Complete required event notes and closeout documentation.

Qualifications

• Previous experience in weddings, special events, hospitality, catering, hotels, venues, or guest service preferred.
• Strong organizational skills and attention to detail.
• Excellent interpersonal and communication skills.
• Ability to work professionally with clients, planners, guests, and vendors.
• Ability to remain calm, organized, and solutions-oriented during live events.
• Ability to follow event timelines, BEOs, operating procedures, and venue requirements.
• Sound judgment and ability to recognize when an issue requires escalation.
• Strong hospitality and guest-service instincts.
• Dependable attendance and punctuality.
• Reliable transportation required.
• Valid driver’s license preferred.

Work Schedule Requirements

• Seasonal, part-time position with the primary wedding season running approximately October through May.
• Must have dependable availability on Fridays, Saturdays, Sundays, and evenings based on the wedding calendar.
• Assignments may include rehearsals, setup, event execution, vendor load-out, and closeout.
• Some weddings may require late-night hours.
• Schedule and weekly hours will vary according to the event calendar.

Physical Requirements

• Ability to stand and walk for extended periods.
• Ability to move throughout indoor and outdoor event locations across a large Garden campus.
• Ability to work outdoors in South Florida heat, humidity, and occasional rain.
• Ability to bend, reach, climb stairs, and navigate varying outdoor surfaces.
• Ability to lift, carry, push, or pull light event-related materials and equipment as needed.

Work Environment

This is an active, onsite position requiring regular interaction with wedding clients, guests, planners, vendors, staff, and Garden visitors.

The Wedding Specialist is expected to deliver strong hospitality while helping protect Fairchild’s landscapes, facilities, and operating standards.