Job Summary:
The Assistant Event Coordinator works closely with the Director of Weddings and Events to organize and execute club and member events that ensure entertainment of participants while facilitating the completion of department objectives. He or She also organizes and executes private functions that adhere to details contractually agreed upon between the client and venue.
Duties and responsibilities
- Assists Director of Weddings and Events and other Departments in generating ideas and executing plans to increase revenue and to meet or exceed monthly and annual budgets
- Reviews and updates social media calendars, app calendar and dates in monthly newsletter
- Makes calls on weekly basis to local businesses to sell catering, corporate event space, and other events
- Assists in liaising between clients, members, department heads and outside vendors
- Responds to clients in a timely manner with specifically requested information
- Sends follow-up emails or calls event inquiries
- Creates and/or updates BEO’s on a regular basis and has thorough understanding of details for upcoming events
- Assists in communicating with outside vendors regarding timelines, rules/regulations/policies, delivery and pickup of rental items, etc.
- Takes potential clients on tour of entire facility in the absence of Director of Weddings and Events
- Assists in coordinating details of all events
- Sources and rents supplies prior to event (extra chairs, tables, linens, etc)
- Supports Director of Weddings and Events in production of BEO and documenting final details
- Responsible for setting the event space prior to event
- Assists in preparing quotes, contracts, securing client signatures, and collecting payments as required
- Returns or arranges for the return of materials rented from outside vendors or provided by client
- Creates and distributes post-event surveys and compiles results in useful format
- Manages event staff in the absence of Director of Weddings and Events
- Oversees setup and break down of event
- Enforces proper safety protocols and procedures
- Schedules event staff for event setup/break down and the event itself
- Inspects event space prior to start
- Continuously observes and assists Director of Weddings and Events and event staff during events
Qualifications
- High School Diploma or GED
- Excellent communication skills and attention to details
- Experience with Microsoft Office
- Well organized with multi-tasking abilities
- Willing to work both individually and as a team
- Knowledge of scheduling
- Experience in management preferred
- Skilled in public relations and addressing complaints
Working conditions
Required to maintain a flexible work schedule in order to coordinate and attend evening and weekend events.
Physical requirements
Must be able to focus on the job while staying on his/her feet and moving about freely which can include bending, climbing stairs, and lifting/carrying items weighing 25-50 pounds.
Direct reports
Event Server(s), Event Bartender(s)
Job Type: Full-time
Benefits:
- Dental insurance
- Employee assistance program
- Employee discount
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
- Weekends as needed
Experience:
- Events management: 1 year (Preferred)
- Customer service: 1 year (Preferred)
Ability to Commute:
- Toccoa, GA 30577 (Preferred)
Ability to Relocate:
- Toccoa, GA 30577: Relocate before starting work (Required)
Work Location: In person