Wedding and Events Executive

Swinton Park Hotel; Masham; On-site; GBP 28,000 - 36,000; Full time

Benefits offered by this job

Access to Country Club and Spa

50% discount on food and beverage (for

50% discount on spa days

Swinton Park Hotel stays for you and a

Job summary

Swinton Park Hotel is seeking a dedicated Weddings and Events Executive to lead sales, management and delivery of group events across the Swinton Estate. You will act as a primary client contact, support the Head of Sales with reporting and diary management, ensuring smooth planning from enquiry to post-event follow-up.

The role requires experience in coordinating weddings, strong organisation, and excellent communication.

Qualifications

• Proven experience coordinating events, with weddings as a focus.
• Highly organised with strong attention to detail and ability to multitask.
• Excellent verbal and written communication, with a warm and professional manner.
• Familiarity with event or property management systems (e.g. Rezlynx or similar).
• Proficiency in MS Office Suite.
• Calm and effective under pressure with strong problem-solving skills.

Responsibilities

• Coordinate group event enquiries and convert leads.
• Prepare accurate proposals, quotes, contracts, and invoices using the Estate’s Events Management System.
• Lead showrounds and client site visits presenting the Estate’s venues with confidence.
• Support revenue growth through upselling catering options and additional services.
• Maintain excellent client relationships to secure repeat business and referrals.
• Demonstrate a sales-focused attitude to secure key pieces of business for the Estate.
• Ensure bookings and payments are entered into the system and communications align with policy.
• Create detailed function sheets and communicate event details to internal departments.
• Attend events on-site to ensure client satisfaction and seamless delivery.
• Provide guidance and training to junior team members as needed.
• Uphold high service standards and maintain accurate client records and event documentation.
• Adhere to health, safety and grooming policies and procedures.

Skills

Event coordination

Wedding coordination

Client relations

MS Office

Tools

Rezlynx

Job description

Wedding and Events Executive

Sales & Events are responsible for creating, coordinating, and delivering exceptional weddings, meetings, and bespoke events within the estate. The team works closely with clients to design personalised experiences, combining attention to detail, creativity, and seamless organisation. Operating within a luxury hospitality environment, the department plays a key role in promoting the hotel, driving revenue, and ensuring every guest benefits from Swinton Park’s high standards of service and elegance.We take pride in being a reputable and forward-thinking employer, committed to fostering a supportive, engaging, and dynamic work environment. As a carbon-neutral estate with an ambition to become carbon negative, we are equally dedicated to environmental responsibility as we are to our people. Our culture is built on continuous improvement, collaboration, and a shared sense of purpose. We place a strong emphasis on the wellbeing of our team, recognising that our people are at the heart of everything we do.

Job Purpose:

To take a leading role in the sales, management and delivery of group events — including weddings, corporate bookings, leisure groups, and private celebrations — across all areas of the Swinton Estate. As the senior member of the events team, you will act as a key client contact, support the Head of Sales with reporting, business and diary management on a day to day basis and ensure the smooth and professional planning and execution of events, from initial enquiry through to post-event follow-up.

Key Responsibilities:

Client Relations & Event Coordination

• Serve as a point of contact for incoming group event enquiries via phone, email, and online platforms, responding promptly and professionally within 24 hours.
• Prepare accurate proposals, quotes, contracts, and invoices using the Estate’s Events Management System.
• Lead showrounds and client site visits, presenting the Estate’s venues with confidence and enthusiasm.
• Work closely with the Head of Sales to support conversion rates and increase revenue through upselling catering options and additional services.
• Maintain excellent relationships with clients to ensure repeat business and referrals.
• To demonstrate a sales focussed attitude going that extra mile to secure key pieces of business for the Estate.

Event Administration & Execution

• Ensure all bookings are accurately entered into the system, with contracts, payments, and client communications managed in line with company policy.
• Create detailed function sheets and communicate event details clearly to internal departments.
• Support the preparation and execution of seasonal and promotional event packages, such as Christmas, New Year, and exclusive-use weekends.
• Attend events on-site as required to ensure client satisfaction and seamless execution.

Team & Cross-Department Support

• Act as a key liaison between the events office and the wider Estate teams to ensure the smooth delivery of each event.
• Attend regular team briefings and contribute positively to internal communications.
• Provide guidance and support to junior team members, including training and best-practice sharing when appropriate.
• Work flexibly, including evenings and weekends, to meet the needs of the business and clients.

Quality & Service Standards

• Ensure the highest standard of customer care is maintained throughout the event planning and delivery process.
• Maintain accurate client records and event documentation in line with company procedures.
• Conduct regular checks on the event diary and systems to ensure accuracy and efficiency.
• Proactively handle customer feedback and issues, escalating where necessary, and contribute to service improvements.

Health & Safety & Professional Standards

• Uphold the Estate’s grooming and professional appearance standards, particularly when representing Swinton at client meetings and exhibitions.
• Adhere to all relevant health, safety, and hygiene policies and procedures.
• Identify and report hazards and follow best practices to maintain a safe working environment.

Requirements:

• Proven experience in coordinating a variety of events, with particular expertise in weddings.
• Highly organised with strong attention to detail and the ability to manage multiple tasks and priorities.
• Excellent verbal and written communication skills, with a warm and professional manner.
• Confident in building client relationships and working independently when needed.
• Familiarity with event or property management systems (e.g. Rezlynx or similar) preferred.
• Proficient in MS Office Suite.
• Calm and effective under pressure, with strong problem-solving skills.

Passionate about hospitality and delivering memorable guest experiences.

Package Description

At Swinton Estate we take pride in recognising and rewarding the dedication of our team members.

Alongside competitive pay and monthly TRONC, our team enjoys an exceptional range of benefits designed to enrich both work and life.

With 30 days’ annual leave - pro rata for part time (including bank holidays) and access to the NEST pension scheme for eligible team members, we’re committed to supporting your wellbeing, security, and professional growth.

From exclusive access to our award‑winning facilities and exciting employee events, to wellbeing initiatives and bespoke learning opportunities, every detail reflects our dedication to excellence.

Working with us means becoming part of a team that values quality, care, and genuine hospitality in everything we do.

A few of the exclusive privileges our team enjoy include:

• Access to the Country Club and Spa facilities
• 50% discount on food and beverage (including Cookery School and Chefs Table) for you and up to 5 guests
• 50% discount on spa days for you and up to 3 guests
• Swinton Park Hotel and Swinton Bivouac stays for yourself, friends and family
• And many more!

Compensation: Competitive salary