Event Planning Specialist

1 week ago

Washington, Virginia, United States The Inn at Little Washington Full time


Since 1978, The Inn at Little Washington has been recognized as one of the most prestigious establishments in the hospitality industry, nestled at the base of the Blue Ridge mountains. We are seeking a dedicated individual to enhance our team of exceptional professionals. We provide comprehensive training, opportunities for career advancement, flexible work schedules, competitive compensation, and outstanding benefits.

Our accolades include Michelin 3 Stars, Forbes 5 Stars, AAA 5 Diamonds, and the Wine Spectator Grand Award. We are proud members of Relais & Chateaux.

Why consider this opportunity:

We offer:
  • Health, vision, and dental insurance for full-time employees
  • Paid time off for full-time employees
  • 401(k) retirement plan with matching contributions
  • On-the-job training and development
  • Employee education support
  • Opportunities for advancement
  • Flexible work schedules
  • Employee appreciation events
  • Complimentary uniforms
  • Delicious daily meals prepared by our chefs
  • Referral bonuses
  • Competitive pay


Position Overview:

The Special Events Coordinator is tasked with managing various aspects of the event planning process. Key responsibilities include promoting events, managing sales, consulting with clients, planning menus, hiring vendors, conceptualizing events, procuring supplies and decorations, and collaborating with staff to ensure the successful execution of events.

Key Responsibilities:
  • Plan, organize, and oversee special events.
  • Serve as the primary liaison between clients, vendors, and staff.
  • Manage third-party services, including transportation, catering, and photography, to ensure a seamless event experience.
  • Prepare all client correspondence, including proposals and thank-you notes.
  • Develop event concepts and designs, manage invitations, reservations, and logistical planning.
  • Maintain detailed records of event activities, progress, and post-event evaluations.
  • Attend events to supervise activities and ensure all details are executed as planned.
  • Address any issues that arise and oversee post-event cleanup.
  • Guide and support staff involved in event planning and execution.
  • Negotiate contracts with vendors for various goods and services related to events.
  • Monitor the delivery of goods and services to ensure compliance with contract terms.
  • Build and maintain a broad network of contacts to facilitate event coordination.
  • Develop and manage budgets for events.
  • Negotiate financial terms and authorize expenditures with supervisor oversight.
  • Assess staffing needs for events and secure additional personnel as necessary.
  • Perform other related duties as assigned by clients.
Qualifications:

Required:
  • At least two years of experience in special event planning or a related field.
  • Warm and engaging personality with strong interpersonal skills.
  • Proven experience in planning and executing special events, with a solid understanding of food and beverage service.
  • Excellent written and verbal communication skills.
  • Strong negotiation, leadership, and organizational skills.
  • Ability to multitask and maintain composure in a fast-paced environment.
  • Proficient in computer applications, including word processing, database management, and spreadsheets.
  • Attention to detail and effective problem-solving abilities.
  • Experience working with executives, donors, and volunteers, along with the ability to manage and orient staff.
  • Strong initiative and customer service orientation; experience in volunteer management is a plus.
  • Exceptional organizational and project management skills.
  • Ability to work collaboratively as part of a team while also taking initiative when needed.
  • High energy level, flexibility, and sound judgment; ability to maintain confidentiality and adhere to protocol.
Desirable:
  • A degree in hospitality management is preferred but not mandatory.
  • A degree in marketing, advertising, psychology/sociology, business management, or a related field is advantageous.
Physical Requirements:
  • Must be able to lift over 30 lbs.
  • Able to stand, bend, and walk for extended periods.
  • Frequent need to perform physical activities such as reaching, bending, pushing, pulling, and climbing.


The Inn at Little Washington is an equal opportunity employer committed to fostering diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws.

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