Special Events Coordinator

Responsibilities

• Works with Marketing to develop, design, and produce the resort's annual events and entertainment plan
• Develops event concepts, themes, and budgets; tracks expenses and ensures adherence to budget
• Creates detailed event timelines and schedules and manages event logistics; negotiates contracts and vendor pricing
• Serves as lead for event load‑in and load‑out, and acts as day‑of point of contact for team members, vendors, and management
• Identifies, manages, and executes pre‑determined daily and weekly duties to ensure events are delivered on time and on budget
• Works with team members, tenants, and partners to coordinate event executions while ensuring customer satisfaction is met
• Trains on and supports the office administrative side of events, including SOPs, training, risk assessment, event research, information sheets, supply check‑out requests, load‑in, and scheduling
• Specifies staff requirements and coordinates activities of Special Events team members, ensuring utilization of effective schedules; manages event staff and volunteers
• Proactively identifies emerging problems, delays, or concerns; professionally resolves event‑related issues and reports timely concerns to supervisor or support personnel as required
• Works with the Marketing Department to accurately promote and publicize events
• Conducts post‑event evaluations, studies resort impacts, and reports outcomes to management
• Maintains and updates inventory of all event supplies; assists with purchasing as needed
• Conducts market research, gathers information, and provides guidance on event trends and ways to improve overall event quality at the resort
• Other duties & responsibilities as assigned

• Must be twenty‑one (21) years of age or older
• Candidate is required to have at minimum an Associate Degree with one (1) year experience in Special Events or Promotions OR a combined three (3) years’ experience in Special Events or Promotions; experience in tourism or hospitality operations is a plus
• Strong organizational skills and attention to detail required
• Must have excellent communication and interpersonal skills
• Timeliness, thoroughness, and the ability to adapt to situational changes is required
• Fluency in the use of Microsoft Office programs (Word, Excel, Outlook, PowerPoint) is required
• Must have creative attention to detail
• Must have excellent customer service skills along with good written and verbal communication proficiencies
• Must be able to work effectively in a fast‑paced, high‑volume environment while prioritizing multiple projects simultaneously and remaining well organized
• Must be able to work independently and as part of a team as needed
• Must be available to work irregular hours, weekends, and holidays as required to execute position
• Must be able to work in a variety of environments, including cold, hot, humid, and/or rainy
• Must be able to lift 25 lbs, be able to adapt to prolonged periods of standing or walking, and have the fine motor skills to move tables, chairs, or other event supplies as needed