Seasonal Event Coordinator

Windsor Club Inc; Vero Beach (FL); On-site; USD 22,000 - 36,000; Full time

Job summary

Windsor Club in Vero Beach, FL is seeking a Seasonal Event Coordinator to support the Catering Director in planning and executing weddings, private events, member functions, and special occasions during the Club season.

The role emphasizes organization, attention to detail, and a collaborative hospitality mindset, with on-site event support and coordination across club departments to meet Windsor's high standards.

Qualifications

• Previous experience in event planning, catering, hospitality, weddings, hotels, or private clubs preferred.

Responsibilities

• Provide day-to-day administrative support to the Catering Director.
• Assist with planning and coordinating weddings, private events, member functions, and Club events.
• Maintain event files, calendars, timelines, guest counts, menus, and other event information.
• Prepare proposals, event details, and planning materials.
• Communicate event details to Club departments as directed by the Catering Director.
• Assist with vendor communication, confirmations, deliveries, and setup.
• Coordinate event setup and ensure details are in place before guest arrival.
• Provide on-site support during events, assisting guests and vendors.
• Assist with weddings and ceremonies, including rehearsals and setup.
• Maintain accurate guest counts, seating, floor plans, and related data.
• Follow up on outstanding details and deadlines with vendors and departments.
• Assist with post-event responsibilities and updates to event files.
• Deliver excellent service and professional communication to members, guests, vendors, and staff.

Skills

Organizational skills

Attention to detail

Professional communication

Multitasking

Evenings/weekends/holidays flexibility

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Seasonal Event Coordinator

Seasonal FT Vero Beach, FL, US

Seasonal Event Coordinator

Windsor Club is seeking a Full-Time Seasonal Event Coordinator to support the Catering Director in planning and executing weddings, private events, member functions, and special events throughout the Club season.

This is an excellent opportunity for someone who is organized, detail-oriented, personable, and passionate about hospitality and events. The Event Coordinator will work closely with the Catering Director and Club departments to help ensure events are organized, prepared, and executed to Windsor's high standards.

Responsibilities

• Provide day-to-day administrative and organizational support to the Catering Director.
• Assist with the planning and coordination of weddings, private events, member functions, and Club events.
• Maintain event files, calendars, timelines, function sheets, guest counts, menus, and other event information.
• Assist with preparing proposals, event details, correspondence, and other planning materials.
• Communicate event details to appropriate Club departments as directed by the Catering Director.
• Assist with vendor communication, confirmations, deliveries, and setup.
• Assist with rental orders, linen selections, décor details, entertainment, transportation, and other event logistics.
• Help coordinate event setup and ensure details are in place prior to guest arrival.
• Assist the Catering Director with event walkthroughs and final preparations.
• Provide on-site support during events, helping with guest needs, vendor coordination, timing, and event details as directed.
• Assist with weddings and ceremonies, including rehearsal and ceremony setup.
• Help maintain accurate guest counts, seating arrangements, floor plans, and other event information.
• Follow up with vendors and internal departments on outstanding details and deadlines.
• Assist with post-event responsibilities, including breakdown coordination and updating event files.
• Provide excellent service and professional communication to members, guests, vendors, and Club staff.
• Perform other duties and special projects as assigned by the Catering Director.

Qualifications

• Previous experience in event planning, catering, hospitality, weddings, hotels, or private clubs preferred.
• Strong organizational and administrative skills.
• Excellent attention to detail.
• Professional and friendly communication style.
• Ability to manage multiple tasks and meet deadlines.
• Comfortable working in a fast-paced, team-oriented environment.
• Event management or hospitality software experience is a plus.
• A positive attitude and willingness to learn.
• Must be comfortable working evenings, weekends, and holidays as required by the event schedule.

The Ideal Candidate

The ideal candidate is a team player who enjoys supporting a busy Catering Department and being involved in the details that make an event successful.

You should be comfortable taking directions, staying organized, following through on assignments, and stepping in wherever needed to support the Catering Director and event team. This position requires someone who is dependable, professional, detail-oriented, and genuinely enjoys working in a high-end hospitality environment.

This is a support role with the opportunity to learn all aspects of private club catering and event operations. The Event Coordinator will work under the direction of the Catering Director and will not be responsible for independently managing the overall event or client relationship.

Schedule

• Full-Time Seasonal
• Flexible schedule based on the Club's event calendar
• Evening, weekend, and holiday availability required
• Must be comfortable working on-site during events and being on your feet for extended periods

Job Type: Full-Time, Seasonal
Location: Vero Beach, FL