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Event Coordination Manager
2 months ago
Company Overview:
The Inn at Little Washington, a prestigious establishment nestled in the scenic Blue Ridge mountains, has been celebrated for its exceptional service and exquisite offerings since 1978. We pride ourselves on our remarkable team and are excited to welcome new talent to join us. Our commitment to professional development, flexible working hours, and a supportive work environment makes this an ideal place to advance your career.
Why Become Part of Our Team:
- Comprehensive health, vision, and dental insurance for full-time employees.
- Generous paid time off for work-life balance.
- 401(k) retirement plan with employer matching.
- On-the-job training to enhance your skills.
- Financial support for employee education.
- Opportunities for career advancement.
- Flexible scheduling options.
- Employee appreciation events to foster a positive workplace culture.
- Complimentary uniforms provided.
- Daily meals prepared by our talented chefs.
- Referral bonuses for bringing in new talent.
- Competitive compensation packages.
Position Summary:
The Event Coordination Manager plays a pivotal role in the planning and execution of special events. This position involves crafting promotional materials, engaging with clients, designing menus, coordinating with vendors, and developing event concepts. The manager will oversee all aspects of event booking, sales outreach, planning, and final execution, collaborating closely with clients and internal teams.
Key Responsibilities:
- Design, organize, and manage special events from inception to completion.
- Serve as the primary liaison between clients, vendors, and internal staff.
- Oversee the management of third-party services including delivery, photography, and transportation to ensure seamless event execution.
- Prepare all client correspondence, including proposals and follow-up communications.
- Develop creative concepts and manage logistical planning, including invitations and reservations.
- Maintain detailed records of event activities, progress, and post-event evaluations.
- Attend events to ensure all details are executed as planned and address any arising issues.
- 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 robust network of contacts to facilitate event coordination.
- Manage budgets for events and programs, ensuring financial accountability.
- Determine staffing requirements for events and coordinate additional staffing as needed.
- Perform other related duties as assigned by the supervisor.
- Be available for a flexible work schedule to accommodate event needs.
Qualifications:
Required:
- At least two years of experience in special event planning, preferably within the hospitality sector.
- Personable and engaging demeanor 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 abilities.
- Ability to manage multiple tasks and remain composed under pressure.
- Proficient in Microsoft Office Suite and database management.
- Attention to detail and effective problem-solving skills.
- Experience working with executives, donors, and volunteers.
- Prior experience in managing and training event staff.
- Strong initiative and a customer service focus.
- Exceptional organizational and project management skills.
- Ability to work collaboratively as part of a team and take initiative when necessary.
- High energy level, flexibility, and sound judgment; ability to maintain confidentiality and adhere to professional protocols.
Preferred:
- A degree in Hospitality or Marketing Management is desirable.
Physical Requirements:
- Ability to lift 30+ lbs.
- Capability to stand, bend, and walk for extended periods.
- Frequent need to perform physical activities such as reaching, bending, and lifting.
Equal Opportunity Employer:
The Inn at Little Washington is committed to fostering a diverse and inclusive workplace. We prohibit discrimination and harassment of any kind based on protected characteristics as outlined by applicable laws.
Confidentiality Notice:
All personal information will be handled in accordance with EEO guidelines.
