POSITION SUMMARY
The Events & Activities Assistant plays a key role in collaborating with the Food and Beverage department, providing both administrative support and contributing to the planning, development, and promotion of club events. This position is integral to on-site event coordination, assisting with décor setup, floor plan design, and ensuring smooth day-of operations. The Events and Activities Assistant will also create essential informational materials for the events team, including banquet order forms, floor plans, and more.
ESSENTIAL DUTIES AND RESPONSIBILITIES
The essential functions include, but are not limited to, the following:
- Collaborate with the Events & Activities Director to plan, coordinate, promote, and execute club events, social activities, weddings, and private functions.
- Work closely with other departments, including Food & Beverage, Golf, Racquets, Fitness, and Administration, to coordinate event logistics.
- Help ensure successful execution of events by participating in event setup, décor installation, registration, on-site coordination, and event breakdown.
- Create thematic promotional materials, including event flyers, signage, menus, weekly specials and displays.
- Work closely with the Executive Chefs and F&B team to create and update menus for the Club’s dining facilities that represent the theme and standards of the Club, venue, and event.
- Work closely with Communications and Marketing to schedule Events & Activities’ social media posts, website posts, and eblasts via the content calendar and other means as preferred by the CMC.
- Assist in planning and promoting Club programming, such as holiday celebrations, golf tournaments, racquet events, wellness programs, educational seminars, live music, and specialty classes.
- Assist in the preparation and execution of Banquet Event Orders (BEOs), event timelines, and room diagrams for member and private events.
- Coordinate, organize, and manage the scheduling of social groups and similar recurring activities within a shared master calendar.
- Serve as the primary point of contact for the Events & Activities Department, greeting and assisting members and guests with upcoming events, dining programs, social activities, and other departmental offerings while processing event registrations, reservations, and payments accurately and efficiently.
- Maintain organized event files, contracts, vendor information, seating charts, and reservation records.
- Monitor inventories of departmental and event-specific décor, materials, signage, and office supplies.
- Respond promptly and professionally to member inquiries via phone, email, and in person.
- Attend departmental meetings and perform special projects and other assigned duties, consistent with the responsibilities outlined in this job description, as directed by the Events & Activities Director.
MINIMUM QUALIFICATIONS (KNOWLEDGE, SKILLS, AND ABILITIES)
- Bachelor's degree in Hospitality Management, Event Management, or a related field preferred.
- Minimum three years of hospitality, event planning, customer service, or private club experience preferred.
- Strong organizational and time management skills with the ability to prioritize multiple projects.
- Excellent verbal and written communication skills.
- Exceptional attention to detail and problem-solving abilities.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
- Experience with Canva or similar design software to create event flyers and signage is preferred.
- Ability to work independently while contributing positively to a team environment.
- Must be at least 18 years of age.
- Self-motivated with strong organizational skills and keen attention to detail.
- Ability to thrive in a noisy and dynamic environment.
- Strong interpersonal skills with the ability to work effectively with diverse teams and large groups.
- Capable of functioning in a fast-paced setting, meeting deadlines, and working under pressure.
- Flexible availability, including the ability to work extended hours, weekends, and holidays as needed.
- Ensures adherence to all HB policies and procedures.
- Committed to delivering the highest standard of customer service to all HB guests.
PHYSICAL DEMANDS AND WORK ENVIRONMENT
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the functions.
- Employee is regularly required to stand and/or sit for long hours
- Must be able to talk and hear in person and by telephone
- Must use hands to operate, finger, handle, or feel office equipment
- Must reach with hands and arms
- Work is performed in a professional office setting utilizing telephone, computer, and other office equipment
- While performing duties of this class, the employee is regularly required to work on multiple concurrent tasks with constant interruptions, read and interpret documents and information, and use oral communication skills; interact with employees, members, the public, and others encountered in the course of work, some of whom will be dissatisfied and/or upset individuals.
- Move or lift objects up to 30 pounds
- Must be able to climb, crawl, reach, stoop, kneel, crouch, crawl, push, or pull
- Communication, to include reading, hearing, and talking with others
- Must have close, distance, peripheral, and color vision, along with the ability to adjust focus
- Must have a valid driver’s license
NOTE
This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an “at-will” relationship.
