Event Coordinator (Full-Time)

Job Description

Job Description

Description:

Why Cheekwood?

Working at Cheekwood Estate & Gardens offers you the opportunity to work for one of the most beautiful places in Nashville. Formerly the home of Mabel and Leslie Cheek, Cheekwood now serves the public as a botanical garden, arboretum, and museum with period rooms and art galleries. At Cheekwood, you will have the opportunity to explore a wide range of roles tailored to your skills and interests. Whether you are passionate about horticulture, art curation, historical preservation, or one of our many other career opportunities, you would have the chance to thrive and make a meaningful impact here. Working in such a place that cherishes its rich history, vibrant art scene, and serene gardens offers a unique blend of fulfillment and inspiration. You will find yourself in a supportive environment where every day brings new opportunities for personal and professional growth, amidst the backdrop of picturesque setting.

What does the Cheekwood Event and Rentals Team do and why join?

At Cheekwood, the Events and Rentals team is responsible for coordinating and executing weddings/corporate events internally and externally at Nashville’s top rated wedding venue. By joining our team, you will get to assist in executing unique experiences, bring people together through events, thrive in a fast-paced environment with diverse challenges, and have the opportunity to work with clients to make their special occasions memorable.

What will you be doing?

The selected candidate will be responsible for office administration duties and assisting Event Managers in coordination and execution of all weddings/corporate events/bar supervision for internal and external events at Nashville’s top rated wedding venue. Excellent entry level position with opportunity for growth and development.

Responsibilities

• Answer all lead inquiries regarding daytime bookings as well as ceremony bookings, all-inclusive packages, and evening Holiday LIGHTS proposal packages; answer client questions, discuss guidelines and payment procedures prior to booking.
• Answer phone calls and return voicemails in a timely manner.
• Oversee the Special Events email inbox; transferring leads into Tripleseat and forwarding leads pertaining to other departments to those departments as needed.
• Conduct site visits as needed for clients seeking elopements, ceremony bookings, all-inclusive packages, and other smaller scale bookings. Work with clients on event logistics post contract for all events booked.
• Function as Day-of Coordinator for specific ceremony only bookings, duties including but not limited to leading ceremony rehearsal, creating day-of timeline, communicating with vendors, etc.
• Maintain and oversee package inventory, such as champagne flutes, and look for new ways to enhance current packages by means of industry trends and meeting client needs.
• Assist Event Sales Manager with conducting and converting larger event bookings as assigned.
• Assist Event Sales Manager in maintaining all sales/package documents, email templates, profit tracking sheets, EOY reports, and generating new revenue opportunities.
• Assist Event Sales Manager in booking Garden Club/Society meetings; assist as needed in the planning and executing of Garden Shows.
• Assist Director of Events with execution and coordination for Cheekwood and vendors for internal
• events including but not limited to Development, Public Programs, President’s Office.
• Oversee all Cheekwood internal booking requests and communicate any issues via JIRA.
• Record all site visit client arrivals and event information in the Site Visit Log.
• Review rental orders, floor plans, timelines, and parking maps for external clients as needed.
• Collaborate directly with photographers to obtain photo galleries from all events; assist the Event Sales Manager with photo file management and uploading photos to SharePoint and Pics.io.
• Knowledgeable of all Cheekwood rules and regulations regarding event planning and execution.
• Responsible for training and supervising staff as determined by the Event Managers.
• Required to be on-site for the duration of all weddings/events as assigned. Serve as the onsite Cheekwood liaison between clients and vendors during a variety of events including weddings, corporate, and development/sponsor from set up to tear down.
• Oversee/supervise bar staff for private and public events as assigned.
• Responsible for ensuring that all caterers and wait staff clean the buildings inside and out before leaving the property; responsible for overseeing all vendor loads out as assigned.
• Responsible for post event site final clean-up and trash removal.
• Represents and delivers excellent customer service in keeping with Cheekwood’s brand.
• Maintain a professional demeanor and appearance at all times.
• Adheres to all Cheekwood policies and procedures.
• Other duties as assigned.

Secondary Activities and Responsibilities

• Represent Cheekwood at a variety of bridal and event marketing opportunities.
• Administrative duties; folder composition, filing, and data entry. Phone & email correspondence.
• Service bars as needed via bartending or running/bar backing.

• Bachelor’s degree in hospitality management, business, sales, or marketing preferred or one-year equitable experience in a professional setting.
• Valid, current TN ABC license/bartending experience preferred.
• Ability to drive a company owned golf cart across the property.
• Ability to manage varied duties professionally and work well with staff and vendors.
• Strong organizational and analytical skills
• Pro-active and the ability to prioritize and remain calm under pressure.
• Maintains a professional appearance and demeanor at all times.
• Passionate about food, beverages, and events with a commitment to client satisfaction.
• Ability to work a flexible schedule including evenings, weekends and some holidays as required, many in outdoor settings.
• Excellent computer skills; familiarity with Microsoft Office and Excel applications.
• A minimum 1-year wedding/events experience is preferred.
• Prior work experience in a non-profit organization is preferred.

Benefits

The well-being of Cheekwood employees is essential. So, when it comes to our benefits package, we offer one of the best. We offer the following benefits to all full-time employees:

• Health Insurance
• Dental
• Vision
• Life Insurance (100% paid by Cheekwood)
• Long Term Disability Insurance (100% paid by Cheekwood)
• Voluntary Life Insurance
• Short Term Disability Insurance
• 403b and Roth 403b with a generous employer match
• Employee Assistance Program
• Paid Time Off and 11 Paid Holidays
• Aflac products are offered.