Event Specialist

Job description

About Us

Our Values:

We are...

• R adically Inclusive

• E mbracing Individuality

• M aking Life Fun

• A ctive Learners

• R esponsible Citizens

• K eepin It Real

• A head of the Curve

• B old

• L eading with Heart

• E xceeding Expectations Everyday

Job Purpose

Our Event Specialist guides clients from the planning handoff through event completion turning booked celebrations into organized thoughtfully designed and well-executed experiences. This role is the primary planning contact for assigned venue clients and balances detailed communication creative problem-solving vendor coordination event documentation light sales responsibilities and on-site execution. On average this position manages 7090 events per year approximately 60% of which are weddings across our three event venues in downtown Greenville South Carolina.

This is an ideal role for an experienced event professional who is exceptionally organized responsive positive and comfortable managing a large volume of deadlines and changing priorities. The right person enjoys building relationships anticipating needs solving problems and creating a remarkable experience for clients vendors guests and teammates.

What Youll Own

• Own the planning experience for assigned clients from post-booking handoff through event completion and follow-up.

• Own accurate timelines floorplans planning worksheets vendor information client approvals and event records.

• Own proactive communication that keeps clients informed confident and prepared throughout the planning process.

• Own clear complete handoffs to Venue Operations so every event can be executed safely efficiently and to company standards.

• Own assigned sales rebooking venue-tour and event-day responsibilities with strong hospitality and follow-through.

Job Duties

Venue Planning & Client Management (70%):

• Serve as the primary point of contact for assigned clients by email phone text virtual meeting and in-person appointment.

• Manage a portfolio of approximately 7090 events per year while maintaining organized records timely communication and consistent follow-through.

• Proactively guide clients through planning milestones deadlines venue policies vendor requirements payment expectations and final-detail decisions.

• Schedule and lead planning meetings final-detail meetings food tastings walkthroughs and design conversations in person or virtually.

• Create and maintain customized invoices floorplans room layouts design options event timelines run-of-show documents planning worksheets and production notes.

• Confirm guest counts access times setup details ceremony plans rental needs food and beverage timing vendor arrivals special requests and other event logistics.

• Source coordinate and book subcontracted vendors and services such as rentals catering décor florals entertainment and A/V when included in the clients agreement or requested as an added service.

• Ensure vendors meet venue approval requirements provide current insurance documentation understand venue rules and receive accurate access and logistics information.

• Coordinate with Finance regarding client billing account changes vendor payments deposits balances and other financial follow-up.

• Manage client and vendor concerns with professionalism sound judgment and solutions-focused communication escalating significant issues when appropriate.

• Conduct complete internal handoff meetings and provide finalized documents updates and special instructions to Venue Operations culinary beverage housekeeping security and other involved teams.

• Visit or work select assigned events to support client satisfaction confirm execution and strengthen continuity between planning and operations.

• Complete post-event follow-up including thank-you notes surveys review requests issue resolution and documentation of client feedback.

Sales Responsibilities: (15%):

• Support the sales team by leading polished venue tours and consultations for prospective clients.

• Respond to assigned inbound leads and inquiries quickly and professionally.

• Prepare proposals contracts payment schedules and booking documentation accurately.

• Manage repeat-client rebooking opportunities and guide returning clients through proposals and contracts for future events.

• Meet assigned monthly and annual sales customer satisfaction and financial goals.

• Build relationships with local planners caterers rental companies florists entertainment professionals and other industry partners to support referrals and strong vendor collaboration.

• Attend networking events industry functions open houses and company training sessions as required.

Event Operations (15%):

• Work approximately 14 events per month in a coordination venue-management leadership or client-facing support role.

• Frequently serve as the on-site wedding or event coordinator directing timelines vendors ceremony details client needs and event transitions.

• Support festivals large-scale events and events produced by sister companies when needed.

• Assist with hands-on setup room flips breakdown resets and other event work when needed to protect the client experience and keep the event on schedule.

Professional Standards & Company Expectations

• Take ownership of assigned work follow through on commitments and communicate proactively when support or clarification is needed.

• Represent High Spirits Hospitality with professionalism and reflect our brand values in your work communication decision-making and service to others.

• Communicate quickly and professionally with clients guests teammates vendors and partners recognizing that some work-related communication may occur after hours due to the event-based nature of our business.

• Handle client vendor and employee concerns with professionalism sound judgment and timely escalation when needed.

• Support a positive inclusive and accountable work environment that aligns with our company culture and standards.

• Be dependable solutions-focused and adaptable as business needs priorities and event conditions change.

• Use company technology communication platforms and digital systems consistently accurately and responsibly to complete your work and stay informed.

• Submit digital documents reports checklists receipts and other required records accurately and on time.

• Attend required company meetings trainings and check-ins as scheduled and come prepared to actively participate.

• Stay well-versed in company offerings policies safety standards and service expectations and follow updates as they are communicated.

• Handle company client and employee information with professionalism discretion and appropriate confidentiality.

• Follow all applicable laws licensing requirements and company procedures related to your work including safety sanitation alcohol service and workplace conduct standards.

• Use company property equipment and workspaces responsibly and help maintain them in clean organized working condition.

• Support alcohol service or alcohol-related event duties as needed in accordance with company policy and applicable law.

• Maintain a professional appearance and present yourself in a way that reflects our hospitality standards and brand.

• Perform other duties and support additional shifts or assignments as needed based on business needs.

Success in This Role Looks Like

• Clients feel informed supported and confident throughout the planning process.

• Planning documents layouts timelines contracts billing updates and CRM records are accurate complete and current.

• Vendors and internal teams receive final details early enough to prepare effectively with minimal last-minute surprises.

• Assigned events are well organized financially responsible and executed in alignment with client expectations and company standards.

• Client concerns are addressed promptly professionally and with sound judgment resulting in strong satisfaction reviews referrals and repeat business.

Typical Schedule

This is an office- and event-based role. Most hours occur during normal business hours but flexibility is essential because client appointments and events do not always follow a standard schedule. Team members should expect availability for approximately 13 evenings per week and 2-4 Saturdays or Sundays per month for meetings walkthroughs event visits or event addition this role typically works 13 events per month in various capacities.

Our pay period runs Wednesday through Tuesday. Weekday schedules may flex when weekend hours are worked. This role is expected to work from the office Tuesday through Thursday with additional flexibility to adjust the remaining schedule based on workload event needs and manager approval. Our busiest seasons are typically April through June and September through December.

Advancement

We are committed to developing our team members and creating clear opportunities for growth. Each position includes a customized Career Road Map outlining the skills experience and performance standards needed to advance. The natural progression for this role may include Senior Event Specialist Event Planning Manager Venue Sales Representative Director of Events or another leadership opportunity based on business needs and individual strengths.

Compensation & Benefits

• This is an exempt position with a competitive base salary and eligibility for applicable incentive or bonus programs.

• Health insurance stipend through our Blue Cross ICHRA plan.

• Eligible to enroll with Palmetto Proactive Healthcare for $30 per month.

• Flextime scheduling and Discretionary Paid Time Off after the first 60 days.

• One-month paid sabbatical every four years.

• $250 annual travel bonus.

• Allowance for personal computers and phones used for business purposes.

• Paid parental leave with a flexible return-to-work program.

• Eligible to participate in Employee Referral Bonus programs.

• Weekly pay.

Job requirements

• Have at least 3 years of relevant experience in event planning wedding planning venue management hospitality or event sales. Direct event-planning or venue-sales experience is required. This is not an entry level events position.

• Be able to manage a high volume of events deadlines client requests vendor details and changing priorities without losing accuracy or follow-through.

• Bring exceptional written and verbal communication organization customer service and critical-thinking skills.

• Be confident leading client meetings venue tours vendor conversations and on-site event coordination.

• Be comfortable creating event timelines floorplans layouts proposals contracts and planning documents using company technology and software.

• Lead with respect and inclusivitywe proudly serve clients of all backgrounds identities beliefs and relationships and team members must support every client with professionalism and care.

• Be able to communicate clearly and professionally in English both verbally and in writing to perform the essential functions of the role.

• Have the flexibility to work evenings weekends and seasonal peak periods as required. Must be able to work in-person.

• Have a valid drivers license reliable vehicle and the ability to travel between venues the corporate office meetings and event locations.

• Have a personal cell phone with voice text and data capabilities available for work use.

• Be able to perform the essential functions of the role with or without reasonable accommodation including standing and walking for extended periods and occasionally lifting or carrying up to 50 lbs.

• Hold a high school diploma or GED. A college degree is not required; relevant experience judgment results and attitude are valued.

• Be able to successfully pass a background check and drug screening consistent with applicable law company policy and the requirements of the role.

• Be authorized to work in the United States.

• Maintain any alcohol-service food-safety or other certifications required for assigned event duties.

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