Banquet & Event Planning Assistant

Job DescriptionJob Description

Pay: $30.00 - $34.00 per hour

Job description:

Job Overview
We are seeking a dynamic and detail-oriented Event Assistant to join our team. The ideal candidate will play a crucial role in supporting the planning and execution of various events, ensuring that every aspect runs smoothly and meets the expectations of clients and guests. This position requires strong organizational skills, excellent communication abilities, and a passion for delivering exceptional customer service.

Responsibilities

• Assist in the planning and coordination of all club and member events, including weddings, golf outings, member mixers, and holiday functions.
• Manage event details including timelines, room layouts, menu selections, décor, and audio-visual requirements.
• Liaise with internal departments (culinary, communications, facilities, etc.) to ensure smooth execution of events.
• Support with the preparation and distribution of event materials such as banquet event orders (BEOs), checklists, and signage.
• Attend events to support set-up, execution, and breakdown as needed.
• Maintain accurate files, contracts, invoices, and reports related to events.
• Assist with member communications regarding event confirmations, follow-up, and satisfaction surveys.
• Help coordinate staffing and scheduling in partnership with the Banquet Captain and department heads.
• Ensure events align with club standards, expectations, and branding.
• Participate in regular meetings to provide updates and discuss event planning needs.
• Collaboration with our Communications team to support Marketing.
• Vendor Coordination: Assist in researching, communicating with, and managing relationships with external vendors, including entertainers, decorators, rental companies, and suppliers.
• Experience with event management platforms (e.g., Social Tables, Prismm) is a strong plus.
• Willingness and ability to travel between multiple club venues if applicable (Beach Club and Main Club).
• Budget Support: Assist with tracking event budgets and expenses to ensure costs stay within approved limits.
• Risk Management: Help identify potential risks or issues during event planning and execution, escalating concerns promptly.
• Technology Management: Support virtual or hybrid event logistics when applicable (e.g., Zoom setups, live streaming).
• Feedback Analysis: Compile and analyze member feedback to help improve future events.
• Inventory Management: Assist with managing event-related supplies and décor inventory.
• Ability to handle high-stress situations calmly and effectively during events.

Skills

• Strong negotiation skills to effectively manage vendor relationships.
• Experience in marketing and event promotion strategies.
• Proficient in upselling techniques to maximize event revenue.
• Knowledge of event planning processes and best practices.
• Excellent customer service skills to foster positive client interactions.
• Exceptional time management abilities to handle multiple tasks efficiently.
• Familiarity with events management software and tools.
• Basic budgeting skills for tracking expenses against allocated budgets.
• Outstanding communication skills for clear interaction with clients and team members.
• Strong organizational skills to manage details effectively under pressure.
• Previous banquet experience is a plus for catering-related events.
• Understanding of contracts related to event services is beneficial.
• Experience in catering or restaurant environments enhances service delivery knowledge.
• Hotel experience is advantageous for managing accommodations for guests or staff.
• Knowledge of fundraising strategies can be beneficial for non-profit events.
• Guest services experience ensures a high level of hospitality throughout the event process. Join our team as an Event Assistant where your contributions will help create memorable experiences for our clients!

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Experience:

• Event planning: 1 year (Required)

Ability to Commute:

• Darien, CT 06820 (Required)

Ability to Relocate:

• Darien, CT 06820: Relocate before starting work ()

Work Location: In person