Private Events Coordinator

Banner House at T Bar M; Dallas (TX); On-site; USD 42,000 - 65,000; Full time

Job summary

Banner House at T Bar M seeks a Private Events Coordinator to provide administrative and operational support to the Private Events department, assisting with planning, organization, and execution of private events for members and their guests. This position keeps event information organized, supports the Director of Private Events, and assists with day-to-day departmental operations.

The ideal candidate is highly organized, detail-oriented, proactive, and comfortable managing multiple priorities

Qualifications

• 1–3 years of administrative, hospitality, or event coordination experience.
• Experience in a private club or luxury hospitality is a plus.
• Excellent organizational and time-management skills.
• Strong written and verbal communication; ability to maintain confidentiality.
• Proficiency with club systems and scheduling software.

Responsibilities

• Provide day-to-day administrative support to the Private Events department and Director of Private Events.
• Maintain organized event files, calendars, schedules, proposals, and contracts.
• Enter and maintain accurate event information in applicable club systems and databases.
• Assist with preparing event proposals, estimates, contracts, invoices, and summaries.
• Coordinate internal communications and vendor details for events.
• Support day-of-event prep and post-event administrative tasks.

Skills

Organizational skills

Time management

Attention to detail

Communication skills

Confidentiality

Customer service

Hospitality experience

Tools

Microsoft Office

Dropbox

Club management software

Job description

For more than 50 years, T Bar M has been one of the nation's most respected racquet sports clubs, earning a reputation for championship tennis, exceptional programming, and a vibrant community of athletes, families, and members. Today, that legacy is evolving into something even greater.

Banner House at T Bar M is a reimagined private social and athletic club where sport, wellness, hospitality, and culture come together across a 20-acre campus in the heart of Dallas. Designed to inspire connection and elevate everyday experiences, Banner House offers world-class tennis, pickleball, and padel alongside chef-driven dining, resort-style pools, wellness and recovery experiences, fitness programming, and thoughtfully curated social events.

More than a club, Banner House is a destination where members come to compete, celebrate, recharge, and build lasting relationships. Every experience—from a morning workout and tennis match to an evening dinner or family event is guided by a commitment to genuine hospitality, exceptional service, and creating moments that bring people together. As Banner House continues its transformation, we're building a team of passionate individuals who share our vision of redefining the modern private club experience.

About The Role

Banner House at T Bar M is seeking a Private Events Coordinator that provides administrative and operational support to the Private Events department, assisting with the planning, organization, and execution of private events for club members and their guests. This position is responsible for keeping event information organized and up to date, supporting the Director of Private Events and event team with administrative tasks, coordinating internal communications, maintaining event documentation, and assisting with day-to-day departmental operations. The ideal candidate is highly organized, detail-oriented, proactive, and comfortable managing multiple priorities in a fast-paced private membership club environment. Strong communication skills, follow-through, and the ability to maintain confidentiality are essential.

What You'll Do

Administrative Support

• Provide day-to-day administrative support to the Private Events department and Director of Private Events.
• Maintain organized event files, calendars, schedules, proposals, contracts, BEOs, and other event-related documentation.
• Enter and maintain accurate event information in applicable club systems and databases.
• Assist with preparing event proposals, estimates, contracts, invoices, event summaries, and other administrative documents.
• Maintain accurate records of event details, member preferences, guest counts, menus, room setups, and special requests.
• Track deadlines, deposits, payments, approvals, and outstanding event details.
• Assist with preparing reports and tracking departmental activity.
• Maintain organized digital and physical filing systems.
• Assist with correspondence, emails, phone calls, and follow-up communications related to private events.

Event Coordination Support

• Assist the Private Events team with the administrative coordination of member events from initial planning through completion.
• Update event calendars and communicate changes to appropriate departments.
• Prepare and distribute BEOs, event summaries, timelines, and other operational documents.
• Assist with gathering information and confirming details with members, vendors, and internal departments.
• Track outstanding items and follow up with the appropriate individuals to ensure deadlines are met.
• Assist with event walkthroughs, planning meetings, and internal event briefings as needed.
• Help ensure all event details are accurately documented and communicated to the appropriate teams.
• Assist with day-of-event preparation and administrative needs as requested.

Internal Communication & Collaboration

• Serve as a communication resource between Private Events and departments including Food & Beverage, Culinary, Membership, Programming, Facilities, and other operational teams.
• Communicate event updates, changes, special requests, and other pertinent information in a timely manner.
• Assist in coordinating internal meetings and event planning discussions.
• Follow up with departments regarding outstanding event details and deliverables.
• Maintain a high level of professionalism when interacting with club members, guests, vendors, and employees.
• Provide professional and responsive administrative support to members and event hosts as directed by the Private Events team.
• Assist with scheduling meetings, calls, walkthroughs, and other event-related appointments.
• Maintain vendor contact information and assist with vendor communications and documentation.
• Assist with obtaining vendor certificates of insurance, W-9s, agreements, and other required documentation.
• Maintain confidentiality regarding member information, private events, and club business.

Event & Department Operations

• Assist with preparing event materials, signage, menus, place cards, guest lists, and other event-related materials.
• Help organize and maintain event supplies and departmental resources.
• Assist with post-event administrative tasks, including updating records, organizing documentation, and tracking follow-up items.
• Identify administrative gaps or inefficiencies and make recommendations to improve departmental organization and workflow.
• Provide additional administrative and operational support to the Private Events department as needed.

Qualifications

• 1–3 years of administrative, hospitality, event, or coordination experience preferred.
• Experience in a private club, luxury hospitality, hotel, restaurant, or event environment is a plus.
• Exceptional organizational and time-management skills.
• Strong attention to detail and accuracy.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office, Dropbox, and/or similar business software.
• Ability to learn and effectively use club management, event management, and scheduling systems.
• Ability to manage multiple priorities and deadlines.
• Strong follow-through and ability to anticipate administrative needs.
• Professional demeanor and commitment to exceptional service.
• Ability to maintain confidentiality and exercise discretion.
• Comfortable working in a fast-paced, member-focused environment.

This position may require occasional evenings, weekends, and holidays based on the club's event calendar. Schedule flexibility is expected during periods of high event volume.