Event Coordinator

Waverley; Portland (OR); On-site; USD 39,000 - 41,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

Participation in Club’s 401(k) plan

Paid time off

Holiday pay

Holiday bonus

Meals

Job summary

Waverley in Portland, OR seeks an Events Assistant to support the Events Director in planning and directing club-sponsored and member events, ensuring quality service, adherence to budgets, and seamless coordination with culinary staff.

You will handle reservations, create printed materials, manage BEOs, assist with decorations and rentals, and liaise with other departments to exceed member expectations while maintaining confidentiality and professional standards.

Qualifications

• Experience coordinating events and managing guest plans.
• Ability to handle confidential information in a private and professional manner.
• Excellent communication and multi-tasking abilities.

Responsibilities

• Assists Events Director in arranging & planning banquets, luncheons, meetings, weddings and other social events.
• Responds to inquiries and takes reservations for member functions.
• Produces guest planning information and itineraries.
• Distributes BEOs, floor diagrams, and event calendars to departments.
• Assists with decorations, entertainment, and rental needs.

Skills

Event coordination

Budget management

Customer service

Teamwork

Confidentiality

Education

Associate's degree or extensive experience in Food & Beverage

Tools

Microsoft Word

Microsoft Excel

Outlook

InDesign

Job description

Description

Position Summary

Assists the Events Director in arranging and directing the activities of Club sponsored and member events in accordance with established policies and procedures. This position is responsible for overseeing and facilitating food and beverage service at private and Club functions with a focus on quality, exceptional service, budget adherence, and accountability. Works with other departments to ensure that members’ and guests’ expectations are exceeded, and the highest quality food and service are delivered.

Work Performed

• Assists Events Director in arranging & planning banquets, luncheons, meetings, weddings and other social events in conjunction with culinary personnel; obtains & produces pertinent information needed for guest planning.
• Provides tours and offers suggestions in an effort to sell the club’s facilities for the occasion being planned.
• Performs general office tasks not limited to word processing, preparation of presentations, spreadsheets and analysis.
• Responds to inquiries and takes reservations for member functions.
• Confirms reservation counts prior to events and provides to the appropriate departments.
• Facilitates the billing for all private and Club functions.
• Distributes weekly Banquet Event Orders (BEO), floor diagrams, supplements, and calendar of events to each department.
• Maintains member event files through catering software programs.
• Creates printed materials for events including menus, place cards, and seating signage.
• Schedules appointments, answers the telephone, and acts as a receptionist when necessary.
• Assists in arranging decorations, entertainment, and other event rental needs.

Requirements

Minimum Requirements for Position

• Associate's degree or extensive experience and knowledge in Food & Beverage.
• Proficient in using Microsoft Word, Excel, Outlook, and InDesign.
• Organized and self-directed individual who is business savvy and a team player.
• Ability to handle confidential information in a private and professional manner.
• Excellent communication and listening skills.
• Ability to manage multiple priorities and meet specific timelines.
• Ability to exercise independent judgment in business situations.
• Creative with a keen eye for detail.

Physical Requirements

• Required to work irregular and extended hours, including weekends and holidays.
• Ability to lift up to 35 pounds.
• Must be able to walk, stand, bend and stoop for extended periods of time.

Compensation

• $28 - $30 (DOE)
• Medical, dental, and vision insurance
• Participation in Club’s 401(k) plan
• Paid time off
• Holiday pay
• Holiday bonus
• Meals