The Event Coordinator will be responsible for providing operational and administrative support to the Events Team, to ensure the successful planning and execution of events and group functions such as weddings, corporate retreats, leisure groups, incentive groups and on-property functions. The ideal candidate is highly organized, with a hospitality mind-set and possesses the skills to perform the essential job responsibilities below. This position does not have any supervisory responsibilities.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned based on business needs.
- Provide support and assistance to the Events Team for the planning, preparation, and execution of events and group functions
- Act as the Events Team’s first Point of Contact and liaison between departments and external stakeholders, and communicate professionally on behalf of the Events Team
- Answer and manage incoming calls, emails, and other correspondence for the Events Team during regular Department Operating Hours (Monday – Friday, 9:00am-5:00pm EST). Answer any event-related questions, or direct calls/messages to the appropriate Staff Member/Department.
- Collaborate across departments to successfully execute events and group functions, and ensure positive guest experiences
- Manage group rooming lists, reservation requests, and reservation confirmation communications
- Assist with the coordination of group logistics including room blocks, activities, dining, meetings, and special requests
- Enter data accurately into spreadsheets, databases, and company systems
- Assist with the maintenance and organization of Events Team reporting
- Assist with the maintenance and organization of Events Team financial records and reports
- Assist with post-program billing
- Communicate agendas and event information to the marketing team for the creation of marketing materials
- Work with external vendors for event needs
- Assist with event setup/teardown and design elements
- Serve as additional onsite support for groups and events as needed
- Assist with administrative tasks as needed to support the workflow of the department
- Work a flexible schedule, including nights, weekends, and holidays as needed
- Adhere to all Group Sales and Events policies as set forth by the Department
Must comply with all company policies and procedures. To perform the essential functions of this position, regular and consistent attendance is required. Must be able to work well with other team members, and managers and interact with our guests.
EDUCATION and/or EXPERIENCE
- Bachelor’s Degree in a related field or 2-3 years experience in Hospitality Industry preferred
LANGUAGE SKILLS
- Must have excellent verbal and written communication skills
- Must be able to effectively communicate with guests, team members, and guests
COMPUTER SKILLS
- Must be proficient in Microsoft Word, Excel, and PowerPoint. Experience in Opera, Resort Suite / ResDiary preferred
MATHEMATICAL SKILLS
- Must have basic mathematical skills
REASONING ABILITY
- Must be able to exercise judgment and make decisions based on job knowledge and awareness of company goals
PHYSICAL DEMANDS
- Must be able to lift packages up to 40 pounds
- Must be able to sit 80% of the time while using a computer
- Must be able to safely operate a company vehicle or golf cart
WORK ENVIRONMENT
- General Office, High Hampton Property
High Hampton, listed on the National Register of Historic Places, has inspired residents and guests to connect with nature and each other for 96 years. Amenities at this 3,600-foot elevation, 1,400-acre property include a myriad of seasonal events, a scenic mountain golf course redesigned by Tom Fazio, five tennis courts, 15-miles of hiking trails, a 35-acre private lake for swimming, boating, fishing, and other water-related activities and top-notch high country cuisine.
High Hampton is an Equal Opportunity Employer.
