Event Coordinator
Description:
Department: Events and Food and Beverage
Reports to: Event Manager
Summary:
The Event Coordinator is an experienced and proactive hospitality professional responsible for supporting the Event Manager in the planning, coordination, and execution of special events within a dynamic performing arts environment. This position assists with a variety of events including group dining, wedding ceremonies and receptions, corporate functions, VIP events, artist hospitality, and backstage catering.
The Event Coordinator must possess the ability to anticipate event needs, prioritize multiple tasks, meet deadlines with minimal supervision, and provide exceptional customer and member service Evening, weekend, and holiday availability is required due to the nature of live performances, private events, and changing event schedules.
Responsibilities:
• Assist the Event Manager with the planning, coordination, and execution of internal and external events.
• Support the Event Manager with administrative duties such as staff training, inventory, and maintaining and organizing all event spaces on a daily basis.
• Assist the Event Manager in coordinating and purchasing artist hospitality rider items, ensuring all requests are fulfilled accurately, on schedule, and within budget.
• Review and execute Event Orders (EO’s), ensuring accurate room layouts, menu specifications, timelines, staffing requirements, and event details.
• Direct, assist, and supervise banquet staff in setting up private events ranging from small dinners, wedding receptions, artist catering, to corporate galas.
• Assist the Event Manager in leading banquet staff to deliver exceptional hospitality and seamless event execution.
• Attend client meetings, venue walkthroughs, and planning sessions with the Event Manager as needed.
• Propose innovative ideas to enhance the event planning and execution process.
• Serve as a point of contact for clients during events by addressing questions, accommodating special requests, and resolving service issues in a professional and timely manner.
• Assist with post-event breakdown, inventory reconciliation, and the orderly closure of all event and backstage catering operations.
• Perform additional duties as assigned.
Qualifications
• Must have 2-3 years of progressive experience in food and beverage or event coordination.
• Experience coordinating artist hospitality riders, backstage catering, or live entertainment events is preferred.
• Strong written and verbal communication skills, including professional correspondence and documentation.
• Ability to excel in a multi-disciplinary team environment.
• Outstanding interpersonal skills, both in-person and over the phone, coupled with a high degree of professionalism.
• Demonstrated ability to independently manage assigned projects and responsibilities with minimal supervision.
• Exceptional customer service orientation and a commitment to delivering high-quality results.
• Ability to work varying shifts including late nights, weekends, and holidays to accommodate event schedules.
• Ability to push and move large items, such as tables and banquet carts.
• Ability to stand and walk for 6–8 hours or longer, with reasonable accommodation where applicable.
• Ability to lift up to 50 pounds and perform repetitive physical tasks throughout a shift, with reasonable accommodation where applicable.
Work Environment:
This position works in banquet spaces, theatres, backstage areas, kitchens, dressing rooms, loading docks, and other event-related locations. The schedule varies based on performances, concerts, private events, and artist hospitality needs, requiring flexibility to meet operational demands.
We do not discriminate based upon race, religion, color, national origin, sex (including pregnancy, childbirth, reproductive health decisions, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, genetic information, political views or activity, or other applicable legally protected characteristics. We’re committed to hiring and supporting those with disabilities through an inclusive work environment and accommodations for visible and non-apparent disabilities. Reasonable accommodations can be made under the Americans with Disabilities Act.