Private Events Coordinator

Fitler Club; Philadelphia (Philadelphia County); Hybrid; USD 40,000 - 60,000; Full time

Job summary

Fitler Club in Philadelphia is seeking an Events Coordinator to manage member and private events, from inquiry to on-site execution, across corporate, social, and member programming.

You will work with Banquets, Food & Beverage, and Marketing to ensure flawless events, maintain client records, and build relationships with external planners and vendors.

Qualifications

• 1-2 years of experience in event coordination, planning, or sales in private club or hospitality.
• Strong organizational and time-management skills in a fast-paced environment.
• Familiarity with food and beverage, menu planning, and catering operations.
• Proficiency with MS Office and event management software.
• Exceptional communication and interpersonal skills.
• Availability to work evenings, weekends, and holidays as needed.

Responsibilities

• Handle inquiry requests for member, corporate, and social events with prompt, professional responses.
• Oversee member registration for club-hosted events, manage waitlists, RSVPs, and check-in.
• Support planning and execution of member and guest events with internal departments.
• Maintain event details, menus, and client information in event management software.
• Serve as primary on-site liaison for assigned member events, addressing issues promptly.

Skills

Event coordination

Customer service

Communication

Organization

Tools

MS Office

TripleSeat

Social Tables

Peoplevine

Job description

Description

Fitler Club is a first-of-its-kind urban social club for socially conscious, forward-thinking Philadelphians, combining world-class dining, fitness, social, business, hotel, and event offerings all under one roof. As home to the leaders and organizations shaping the present and future of Philadelphia and beyond, we are grateful for the opportunity to enrich the lives of our members and guests and we strive to deliver world-class hospitality.

Fitler Club employees work in a high-design center of art, culture, and economy, amidst modern facilities and amenities, a museum-worthy art collection, and state of the art technology. (This is apparent even before entering the space, as both members and employees can access the building via fingerprint scanner.)

We are committed to driving social impact in Philadelphia, offering members, guests, AND employees opportunities to attend events featuring renowned impact leaders and volunteer alongside one another for a variety of causes throughout the city.

We are extremely fortunate to have a diverse, dynamic, civically engaged, and generous membership - people you’ll be excited and privileged to meet, greet, and serve. There’s no better customer base anywhere in Philadelphia.

The Events Coordinator supports both member and private events at Fitler Club, ensuring seamless communication, planning, and execution of corporate, social, and member programming. This role works closely with the Member Events and Private Events teams to deliver exceptional experiences that align with the Club’s mission and standards.

Responsibilities:

• Handle inquiry requests for member, corporate, and social events, providing prompt and professional responses to deliver exceptional service.
• Oversee member registration for club-hosted events, including managing waitlists, confirming RSVPs, and ensuring efficient check-in processes at events.
• Support the planning and execution of member and guest events, collaborating with internal departments to ensure all aspects meet or exceed expectations.
• Maintain and regularly update event details, menus, and client information within event management software, ensuring accuracy and accessibility for team use.
• Serve as the primary on-site liaison for assigned member events, engaging with members to foster a welcoming atmosphere while ensuring smooth event operations and addressing any issues promptly.

Communication and Collaboration:

• Partner with internal teams, including Banquets, Food & Beverage, and Marketing, to align on event requirements and execution.
• Prepare and manage correspondence with clients, maintaining clear and professional communication throughout the event planning process.
• Attend regular planning meetings to share updates and ensure accuracy in event details.
• Build and maintain relationships with external event planners, vendors, and partners to support event success.
• Represent Fitler Club at industry events to enhance visibility and establish the Club as a premier event venue.

Administrative Tasks:

• Maintain organized records of event bookings, contracts, menus, and client communications.
• Support internal booking processes and assist with account file maintenance.
• Stay informed about market trends, competitor offerings, and client needs to provide recommendations and enhance event offerings.

Qualifications:

• 1-2 years of experience in event coordination, planning, or sales, preferably in a private club or hospitality setting.
• Strong organizational and time-management skills, with the ability to multitask in a fast-paced environment.
• Familiarity with food and beverage, menu planning, and catering operations.
• Proficiency with MS Office Suite and event management software (e.g., TripleSeat, Social Tables, Peoplevine).
• Exceptional communication and interpersonal skills.
• Availability to work evenings, weekends, and holidays as needed.

*Fitler Club uses e-verify for employmeny eligibility verification