Description
The Director of Events is responsible for the club’s event management strategy and execution of all events. Responsibility includes leading and developing our Event Planning Team to deliver first-class event services and exceed member expectations. Our Event Planning Team provides very personalized assistance to our members by providing a “high-touch experience” which includes helping the host in almost every aspect of their event. Our Event Planners, working as a team with culinary, service, and facilities teams, are keenly focused on providing a “five-star” personalized and professional service.
Our Event Planning (EP) Team plans a variety of banquet functions with social grace, dedication, creativity, and finely tuned attention to detail. Some include wedding ceremonies and receptions, dinner dances, golf outings, cocktail receptions, business meetings, celebration dinners, holiday parties, and more. Our Club is a vibrant and busy operation twelve months of the year.
We continue to set ourselves apart for the quality of food, facilities, and service that we provide. We have an excellent culinary team and an outstanding leadership team. Our Club strives for a positive work environment for our dedicated, hardworking, fun-spirited team members.
Essential Functions:
Strategize and implement an average of 1,000 private and club events exceeding $3 million in function revenue and event capacities of more than 600 participants. Leads the Event Planning team, providing constant coaching, feedback, and development to ensure Club standards are consistently met.
Facilitates short and long-term planning for event operations with the Assistant General Manager in an effort to increase banquet sales and enhance member experience.
Responsible for all hiring and training of the Event Planning team, including creating schedules, and new hire training materials, including “How To” documents, standard operating procedures, visual aids, personal binders, and general/relevant company information.
Leads weekly Banquet Event Orders (BEO), Culinary, and monthly inter-department event meetings.
Maintains annual Event Analysis Profit & Loss for all Club events and holiday functions.
Collaborates with various departments to gather information including but not limited to labor costs, food costs, rental costs, and vendor costs.
Maintains and submits department budget, revenue, and expenses as needed.
Distributes certain departmental administrative tasks to the Event Planning Team.
Manages the Club’s holiday décor spreadsheet to facilitate budgeting, reviewing, and placing orders for annual orders with multiple vendors.
Liaison with IT on behalf of the EP Team to resolve technical problems with phones and computing resources and to purchase new equipment.
Performs other duties as assigned.
Event Functions:
Assists members in planning a variety of private events and tracks prospective bookings.
Partners with the EP Team in developing creative ideas for holidays and club events, with concepts, themes, and formats for events that engage members, increase event awareness, satisfy member needs, and grow revenue.
Collaborates with the Assistant General Manager, Executive Chef, F&B Managers, and other team members to review the format and details of events.
Prepares BEO sheets, along with diagrams for functions.
Proactively communicates accurate, timely information to team members, leadership, and members regarding events.
Greets members and guests by their name, attends functions to ensure member and guest satisfaction, and responds to member complaints with appropriate corrective action.
Analyzes member feedback, comparable club data, and industry research to identify demographic trends and develop creative events accordingly.
Keeps an accurate history file of each event.
Partner with the Communications Team to design and coordinate communication and visual collateral to promote events to the membership; including but not limited to event flyers, event descriptions, menus, and event theme.
Requirements
Qualifications:
Honest, respectful, empathetic, dedicated, strong work ethic, and a positive attitude.
Demonstrated experience planning and executing a high volume of custom meetings and elaborate events upwards of $3 million in function revenue and 600+ event attendees.
Demonstrated results in developing new and enticing events to continuously enhance the member experience.
Must be able to handle a fast-paced, high-end, busy, and sophisticated environment.
Enthusiasm and patience are essential with the ability to effectively deal with stress and conflict.
Excellent time-management skills.
Strong communication skills are crucial in planning flawless and memorable events.
Consistency in following up and following through with members and teammates is required.
Detail oriented with excellent organizational skills.
Highly motivated and must always want to make every member experience special.
The desire to learn and improve daily.
Passionate drive to be creative and informed with the latest industry trends.
Microsoft Office proficiency.
Experience with North Star or Jonas POS software is a plus.
Education/Experience:
Minimum of 5 years’ experience in event planning required (experience in a private club preferred)
Minimum of 3 years leading and developing a team of professionals is strongly preferred
College degree in a related field required (hospitality major a plus)
Must have experience creating and/or reviewing event contracts with multiple parties to include client and vendors.
Hours/Schedule:
Our Event Team generally works Tuesday through Saturday, including mornings, evenings, weekends, and holidays as needed for operations. The weekly work schedule is subject to change based on business needs. Availability on evenings, holidays and weekends is expected of all staff.
Benefits:
Our team members are a friendly group of professionals! We enjoy a beautiful working environment, free meals, staff outings & events, and much more. We also offer an assortment of medical benefits & perks for eligible team members including paid time off, paid parental leave, free long-term disability insurance, free group life and accidental death & dismemberment insurance, 401(k) match and health savings account contributions from the Club. We have a positive work environment with a dedicated, hardworking, and fun-spirited team and polite and respectful leadership. After successful completion of a 90-day review, you may be eligible for the Event Planners quarterly incentive program.
Pre-Employment:
All candidates will be required to successfully complete a pre-employment background check and drug screen.
