About The Role
Banner House at T Bar M is seeking a Private Events Coordinator that provides administrative and operational support to the Private Events department, assisting with the planning, organization, and execution of private events for club members and their guests. This position is responsible for keeping event information organized and up to date, supporting the Director of Private Events and event team with administrative tasks, coordinating internal communications, maintaining event documentation, and assisting with day-to-day departmental operations. The ideal candidate is highly organized, detail-oriented, proactive, and comfortable managing multiple priorities in a fast-paced private membership club environment. Strong communication skills, follow-through, and the ability to maintain confidentiality are essential.
What You'll Do
Administrative Support
- Provide day-to-day administrative support to the Private Events department and Director of Private Events.
- Maintain organized event files, calendars, schedules, proposals, contracts, BEOs, and other event-related documentation.
- Enter and maintain accurate event information in applicable club systems and databases.
- Assist with preparing event proposals, estimates, contracts, invoices, event summaries, and other administrative documents.
- Maintain accurate records of event details, member preferences, guest counts, menus, room setups, and special requests.
- Track deadlines, deposits, payments, approvals, and outstanding event details.
- Assist with preparing reports and tracking departmental activity.
- Maintain organized digital and physical filing systems.
- Assist with correspondence, emails, phone calls, and follow-up communications related to private events.
Event Coordination Support
- Assist the Private Events team with the administrative coordination of member events from initial planning through completion.
- Update event calendars and communicate changes to appropriate departments.
- Prepare and distribute BEOs, event summaries, timelines, and other operational documents.
- Assist with gathering information and confirming details with members, vendors, and internal departments.
- Track outstanding items and follow up with the appropriate individuals to ensure deadlines are met.
- Assist with event walkthroughs, planning meetings, and internal event briefings as needed.
- Help ensure all event details are accurately documented and communicated to the appropriate teams.
- Assist with day-of-event preparation and administrative needs as requested.
Internal Communication & Collaboration
- Serve as a communication resource between Private Events and departments including Food & Beverage, Culinary, Membership, Programming, Facilities, and other operational teams.
- Communicate event updates, changes, special requests, and other pertinent information in a timely manner.
- Assist in coordinating internal meetings and event planning discussions.
- Follow up with departments regarding outstanding event details and deliverables.
- Maintain a high level of professionalism when interacting with club members, guests, vendors, and employees.
Member & Vendor Support
- Provide professional and responsive administrative support to members and event hosts as directed by the Private Events team.
- Assist with scheduling meetings, calls, walkthroughs, and other event-related appointments.
- Maintain vendor contact information and assist with vendor communications and documentation.
- Assist with obtaining vendor certificates of insurance, W-9s, agreements, and other required documentation.
- Maintain confidentiality regarding member information, private events, and club business.
Event & Department Operations
- Assist with preparing event materials, signage, menus, place cards, guest lists, and other event-related materials.
- Help organize and maintain event supplies and departmental resources.
- Assist with post-event administrative tasks, including updating records, organizing documentation, and tracking follow-up items.
- Identify administrative gaps or inefficiencies and make recommendations to improve departmental organization and workflow.
- Provide additional administrative and operational support to the Private Events department as needed.
Qualifications
- 1–3 years of administrative, hospitality, event, or coordination experience preferred.
- Experience in a private club, luxury hospitality, hotel, restaurant, or event environment is a plus.
- Exceptional organizational and time-management skills.
- Strong attention to detail and accuracy.
- Excellent written and verbal communication skills.
- Proficiency with Microsoft Office, Dropbox, and/or similar business software.
- Ability to learn and effectively use club management, event management, and scheduling systems.
- Ability to manage multiple priorities and deadlines.
- Strong follow-through and ability to anticipate administrative needs.
- Professional demeanor and commitment to exceptional service.
- Ability to maintain confidentiality and exercise discretion.
- Comfortable working in a fast-paced, member-focused environment.
Work Environment
This position may require occasional evenings, weekends, and holidays based on the club's event calendar. Schedule flexibility is expected during periods of high event volume.