Events Coordinator

Events Coordinator

Reports To: Director of Events

Position Summary

We are seeking an experienced, polished, and highly organized Events Coordinator to provide administrative support for the planning of exceptional events for our exclusive private members' club in New York City. This role is responsible for maintaining the club's event calendar, handling inbox management for event-related correspondence, processing private event bookings, and supporting the smooth execution of events through detailed administrative coordination, all reflecting the club's commitment to excellence, discretion, and personalized service.

The ideal candidate is passionate about hospitality, thrives in a fast-paced luxury environment, and has a proven ability to communicate effectively with members and staff, stay organized, and keep track of the calendar and inquiries, maintaining the highest standards of service, discretion, and operational excellence.

Key Responsibilities

Event Planning & Execution

• Support all phases of event planning from concept through post-event evaluation.
• Prepare event timelines, production schedules, budgets, and operational plans.
• Coordinate with culinary, beverage, operations, facilities, security, and external vendors to ensure flawless execution.

Private Events

• Support the planning and scheduling of the annual calendar of member events, including dining experiences, networking receptions, wellness events, live entertainment, and seasonal celebrations.
• Manage all incoming inquiries and provide initial information.
• Manages the booking of Private Dining Rooms.
• Manage inquiries and bookings for private member events, corporate gatherings, and social celebrations.
• Conduct site tours, prepare proposals, and coordinate event logistics.
• Serve as the initial client contact during the planning process, ensuring an exceptional guest experience.

Member Experience

• Build meaningful relationships with members and understand their preferences to create highly personalized experiences.
• Gather member feedback and identify opportunities to continuously enhance private events.

Vendor & Budget Management

• Schedule premium vendors, entertainers, florists, production companies, and other event partners.
• Review invoices, contracts, and vendor performance.

Marketing & Communications

• Ensure event materials reflect the club's brand standards and luxury positioning.
• Create all events collateral for private events.
• Track attendance and analyze event performance metrics to guide future planning.

Qualifications

• Bachelor's degree in Hospitality Management, Event Management, Marketing, or a related field preferred.
• 3+ years of event management experience in luxury hospitality, private clubs, luxury hotels, fine dining, or premium lifestyle brands.
• Demonstrated success managing both large-scale and intimate high-end events.
• Exceptional organizational and project management skills.
• Outstanding interpersonal and relationship-building abilities.
• Ability to remain composed under pressure and manage multiple priorities simultaneously.
• Flexibility to work evenings, weekends, and holidays as required by the event schedule.

Preferred Experience

• Experience working within a private membership club or luxury hospitality environment.
• Knowledge of luxury food and beverage service standards.
• Experience using event management and CRM platforms.

Key Competencies

• Luxury hospitality mindset
• Executive presence and professionalism
• Attention to detail
• Relationship management
• Creative problem-solving
• Strong communication skills
• Leadership and team collaboration
• Discretion and confidentiality
• Time management and organization

What Success Looks Like

• Building strong relationships with members and becoming a trusted resource for private events.
• Scheduling events efficiently while maintaining budget objectives and operational excellence.
• Upholding the club's reputation for impeccable service, sophistication, and attention to detail.

This position offers the opportunity to shape unforgettable experiences for a discerning membership while contributing to one of New York City's premier private clubs. We are seeking an individual who shares our commitment to excellence, hospitality, and creating moments that members will remember long after each event concludes.

Compensation

• $75,000.00 - $85,000.00 annual salary