Job Type Full-time
Description
Summary:
The position of Event Coordinator/Executive Assistant is responsible for providing, maintaining and promoting hospitality at the highest level at all times. They will also be principally responsible for handling the coordination and execution of all events on property. In addition, this person will provide administration support to the Director of Membership. This person will report to the Director of Membership.
Essential Duties and Responsibilities:
- Responsible for creating an atmosphere that welcomes people and anticipates the needs of our members and their guests.
- Knowledgeable about the private party capacity room sizes, and functions possibilities of the property, entertainment options, food timings and the services that are offered with private parties such as linens and flowers.
- Respond to member requests promptly.
- Accountable for writing, proof reading and printing event function sheets for each event.
- Responsible for all administration tasks for private events.
- Ensure the details, production, menus, table plans and place cards are completed in good time for each event, as well as the smooth running of timeline.
- Overseeing event set up and breakdown.
- Greeting every member or guest that enters the property with courtesy and urgency.
- Maintain awareness of all in-house and arriving members and guests.
- Provide personal services of the highest level that may include, but not limited, to restaurant reservation, room check in, direct members and or guests to hostess for dining or event space as requested, etc.
- Answer, record, and process all guest calls, messages, requests, questions, or concerns.
- Ensure every member interaction is professional, personal and a seamless experience.
- Partnering with other departments to ensure a consistent member experience by effectively communicating with all staff.
- Familiarization of the Club’s current programming and promotions to provide accurate information to Members.
- Responsible for assisting with the coordinating of events with the Banquet Captain and the Executive Chef, including communication with members and ensuring the event runs smoothly.
- Take the lead in ensuring members are up to date with scheduling and planning status.
- Responsible for menu edits and invitation creation.
- Supporting the management team as needed.
- Other duties as assigned
Requirements
Skills and Abilities:
- Strong interpersonal skills are required, with a win-win approach to collaboration and relationship-building.
- Poised, professional, proactive and positive attitude and passion for execution
- Highly motivated and experience individual, who has worked in a similar role
- You are strong in organization and follow-up skills are essential
- Professional and welcoming personality
- Genuine passion and enthusiasm to learn
- Ability to work in a fast moving and dynamic environment
- Excellent communication skills, both oral and written, and the ability to handle multiple tasks simultaneously
- Can execute tasks within a timely manner and with accuracy
- A sophisticated communicator with high standards of performance together with excellent communication, problem solving and listening skills.
- Previous Luxury retail experience or Public Relations experience preferred
- Previous Event Planning experience preferred
- Proficient in Outlook, Word, Excel and PowerPoint; can work on both MAC and PC
- Proficient in Adobe InDesign.
Physical Requirements:
- Must be able to work in a standing position and walk for long periods of time.
- Must be able to lift up to 15 pounds at times.
The Stovall House is an equal opportunity employer. We believe in hiring a diverse workforce and sustaining an inclusive, people-first culture. We are committed to non-discrimination on any protected basis, such as disability and veteran status, or any other basis covered under applicable law.
