Assistant Events Manager

About Us

Hollyburn Country Club - A Private, Family Club
Hollyburn Country Club offers members an exclusive hub for activity, sport, dining, entertainment, socialization, and business. We provide a welcoming environment that serves as a home away from home for many of our members.

Our Values

• Community – Foster strong connections and a sense of belonging.
• Respect – Uphold a culture of courtesy and mutual respect.
• Hospitality – Deliver exceptional service in everything we do.
• Evolve – Embrace change and strive for continuous improvement.
• Magic – Create memorable experiences that go above and beyond.

The Location: Hollyburn Country Club is located in West Vancouver at 950 Cross Creek Road. Prior to applying for this position, we strongly encourage you to Google our location to ensure that you will be able to travel to and from work as public transportation is limited.

Position Summary

We are excited to welcome a dynamic and detail-oriented Assistant Events Manager to support the planning and execution of memorable experiences at Hollyburn Country Club. In this key role, you will work closely with the Events Manager to coordinate and deliver a wide range of events—from private functions and corporate gatherings to Club-hosted celebrations—ensuring that every detail reflects Hollyburn’s exceptional standards.
The ideal candidate is a proactive and service-driven professional who thrives in a fast-paced, people-focused environment. With strong administrative and organizational skills, a collaborative mindset, and a passion for hospitality, you bring a "make-it-happen" attitude to every event. Your efforts will play a vital part in creating seamless, on-brand experiences that our Members and guests are proud to be part of.
Position Responsibilities

Event Planning & Execution – 50%

• Support the Events Manager in planning and executing a wide range of Club events, including member socials, corporate functions, meetings, and private celebrations.
• Coordinate event logistics, including venue setup, décor, audiovisual requirements, and catering details to ensure seamless event delivery.
• Create and update Banquet Event Orders (BEOs) and floor plans in collaboration with the Events Manager, communicating final details to all stakeholders.
• Attend and manage events on-site, providing operational support and ensuring all elements are executed to Hollyburn standards.
• Liaise with kitchen, banquet, and service teams to ensure clear communication of event details.
• Respond to last-minute event changes and troubleshoot issues during events with a calm, solutions-oriented approach.
• Support the hiring, training, and supervision of banquet staff and event servers as needed.
• Assist with post-event reviews and data collection to inform future event improvements.

Administration – 25%

• Maintain and update detailed event documentation including Banquet Event Orders (BEOs), contracts, client communications, event schedules, and staffing plans.
• Assist with drafting proposals, creating invoices, processing payments, and tracking event-related revenue and expenses.
• Manage the master event calendar and coordinate scheduling to avoid conflicts and optimize space utilization.
• Prepare post-event reports, including budget reconciliation, guest feedback summaries, and recommendations for future improvements.
• Maintain up-to-date databases of vendors, suppliers, and past clients to support repeat business and efficient planning.
• Support departmental record-keeping and ensure all event documentation is properly filed and easily accessible.

Client & Stakeholder Engagement – 15%

• Act as a secondary point of contact for clients throughout the planning and execution process, ensuring clear communication and professional service.
• Participate in client meetings, gathering detailed requirements and assisting with the planning process.
• Maintain positive relationships with internal departments to foster teamwork and ensure aligned execution.
• Help identify opportunities to upsell Club services such as décor enhancements, specialty menus, or AV support.

Vendor, Supplier Coordination – 10%

• Assist in coordinating with external vendors including AV, florists, entertainment, and rental companies.
• Ensure vendor setup and services align with event needs and are delivered on time and on budget.
• Support the Events Manager with vendor communications and contracts.

Skills & Qualifications

• Diploma or postsecondary education in Event Management, Hospitality, or a related field.
• Minimum 2 years of experience in event coordination or hospitality management.
• Experience working in a member-based club, hotel, or banquet environment is a strong asset.
• Strong communication and interpersonal skills; comfortable dealing with clients, vendors, and cross-functional teams.
• Proficient in Microsoft Office Suite; familiarity with Jonas club management or similar event software is an asset.
• Highly organized with strong attention to detail and a proactive mindset.
• Ability to multitask and manage time effectively in a fast-paced, deadline-driven environment.
• A team player with a flexible schedule, including availability on evenings, weekends, and holidays as required.
• Candidates aged 19 or older must obtain a Police Information Check with a vulnerable sector search as part of the onboarding process.

Perks & Benefits

• Competitive Compensation
• Comprehensive Benefits Package
• Employer Contribution Matching Pension Plan
• Paid time-off
• Free on-site parking
• On-duty staff meals (taxable benefit for full-time and part-time employees only)
• Company events
• Sports Boutique discount

Working Conditions

• This position operates 100% on-site
• Regular evenings or weekend work will be required.
• Own transportation is an asset as public transportation is not frequent to/from the Club
• Candidates must agree to complete a Police Information Check (fully reimbursed upon hire).

Additional Information

Hollyburn Country Club is an Equal Employment Opportunity employer. We celebrate and take great pride in providing equal opportunities to all applicants and employees. Hollyburn firmly enforces this policy and does not discriminate or tolerate discrimination based on age, race, colour ancestry, place of origin, religion, marital status, family status, physical or mental disability, sex, political belief and gender identity or expression, or any other prohibitive grounds.

Thank you for your interest; due to the volume of applications, only short-listed applicants will be contacted. No phone calls, please.