Wedding & Event Coordinator

buffalogardens; Buffalo (NY); On-site; USD 22,000 - 33,000; Part time

Job summary

Buffalo Botanical Gardens is seeking a part-time Events Coordinator to help plan and execute weddings, ceremonies and corporate events at our venue. You’ll coordinate from inquiry to breakdown, lead client meetings and work with vendors to ensure flawless execution.

You’ll manage decor drop-offs, schedule bookings, and support marketing efforts while staying flexible for evenings, weekends, and 20–25 hours per week. The role blends planning with hands-on setup in a lively greenhouse setting.

Qualifications

• 1 year of event or wedding planning experience
• Associate’s degree or equivalent experience in hospitality or related field
• Strong written and verbal communication skills and ability to work in fast-paced environments

Responsibilities

• Coordinate weddings & events from inquiry to breakdown
• Manage decor drop-offs, vendor coordination & day-of execution
• Lead client meetings and build thoughtful event plans
• Use bookings software to manage inquiries and bookings
• Collaborate with Marketing on social posts, blogs & brochures
• Assist with venue tours to book new clients

Skills

Event planning

Customer relations

Communication skills

Teamwork

Education

Associate’s degree in hospitality or related field

Tools

Bookings software

Job description

Join our Team!

• Do you love events and event logistics?
• Do you get goosebumps when the music swells at a wedding ceremony?
• Do you love color-coded timelines, perfectly fluffed centerpieces, and happy tears?
  
• Would you like to help coordinate events and weddings for about 20-25 hours per week?
• Do you want to work evenings and weekends?

If you answered “YES!” while mentally rearranging a table layout… keep reading.

About Us

Our venue isn’t just a backdrop - it’s a living, breathing conservatory filled with lush greenery, warm glasshouses, and unforgettable moments. From romantic weddings to corporate celebrations, we help create memories that last a lifetime. Now, we’re looking for someone who can help us make the magic happen.

What You’ll Do (AKA: Make Dreams Bloom)

Coordinate Stunning Weddings & Events

From first inquiry to final breakdown, you’ll guide clients through:

• Wedding ceremonies, receptions & rehearsals

• Showers, cocktail parties & corporate events

• Internal and fundraising celebrations

• Décor drop-offs, vendor coordination & day-of execution
  
• You’ll lead client meetings, build thoughtful event plans, manage bookings software, and ensure every detail is buttoned up (literally and figuratively).

Live the “Wow, Wonder, Welcome” Culture

• Answer emails and calls promptly and kindly

• Build warm, lasting relationships with clients and vendors

• Solve problems creatively (because events always keep you on your toes)

• Send thoughtful thank-you notes and follow-ups
  you’re not just coordinating events —you’re creating lifelong memories rooted in empathy, positivity, and professionalism.

Yes, There’s Some Lifting Involved

You’ll:

• Set up and break down tables, chairs & décor

• Lift and move items up to 50 lbs

• Work in warm, humid greenhouse environments and outdoors

• Stay energized during evenings, weekends & holidays

• This role is equal parts planner and powerhouse.

Be Part of the Bigger Picture

• Assist with venue tours to book new clients

• Collaborate with Marketing on social posts, blogs & brochures

• Help drive glowing online reviews

• Work cross-departmentally to support fundraising and community events

• You’ll be a true ambassador of the Botanical Gardens — internally and externally.

You Might Be Our Perfect Match If You…

• Have an Associate’s degree (or equivalent experience) in hospitality or related field

• Have at least 1 year of event or wedding planning experience

• Thrive in fast-paced environments without missing details

• Love timelines, checklists, and color-coded spreadsheets

• Are self-motivated, reliable, and team-oriented

• Have strong written & verbal communication skills

• Are creative, calm under pressure, and solutions-focused

• Have solid computer skills

What It’s Really Like

• One minute you’re guiding a bride through her ceremony layout.
  The next, you’re fluffing ferns in a humid conservatory.

• Then you’re sending thank-you cards, updating the shared calendar, and brainstorming a new marketing idea.

• It’s joyful. It’s fast-paced. It’s meaningful. And it’s never boring.

Ready to Help Love Flourish?

If you’re enthusiastic, organized, creative, and ready to turn beautiful spaces into unforgettable celebrations — we’d love to meet you.

Come grow with us!