Village by the Sea | Wells, Maine
Flexible, Part-Time | As-Needed Schedule | Wedding & Event Experience Preferred
Do you love weddings and events but aren't looking for a traditional Monday–Friday job?
Village by the Sea is looking for a reliable, organized, and enthusiastic Wedding & Events Administrative Assistant / Day-of Event Coordinator to join our team.
This is a unique, flexible opportunity for someone who enjoys working in the wedding industry and wants a position that combines office/admin work during the week with hands-on wedding coordination on event days.
The schedule is flexible and based on business needs, weddings, and events. There are no guaranteed hours each week, making this an ideal position for someone who wants to work part-time while maintaining flexibility for another job, family, school, or other commitments.
What You’ll DoWedding & Events Administration
On administrative days, you will assist the Wedding & Events Department with the behind-the-scenes work that keeps weddings and events organized and running smoothly.
Responsibilities may include:
- Responding to wedding and event inquiries.
- Communicating with couples by phone and email.
- Scheduling and confirming venue tours and appointments.
- Maintaining wedding files, timelines, contracts, and event details.
- Updating event calendars and internal documents.
- Communicating important event details to internal departments.
- Assisting with wedding proposals and event information.
- Following up with couples and prospective clients.
- Assisting with vendor communication and coordination.
- Preparing event materials and documents.
- Helping keep wedding and event information organized and up to date.
- Assisting the Wedding & Events Manager with administrative projects and special assignments.
Day-of Wedding & Event Coordination
On wedding and event days, you will transition from the office to the event floor and help ensure the couple and their guests have an exceptional experience.
Responsibilities may include:
- Serving as a primary point of contact for the couple and wedding party on the day of the event.
- Reviewing the wedding timeline and coordinating with vendors.
- Helping ensure the ceremony and reception follow the planned timeline.
- Coordinating with the venue, catering, DJ/entertainment, photographer, florist, and other vendors.
- Assisting with ceremony setup and transitions.
- Helping direct the wedding party and guests when needed.
- Communicating changes or issues to the appropriate manager.
- Monitoring the event timeline and helping keep the evening on schedule.
- Assisting with room flips and event transitions.
- Ensuring venue policies and procedures are followed.
- Helping resolve minor issues quickly and professionally.
- Providing a welcoming, professional presence throughout the event.
- Assisting with event breakdown at the conclusion of the wedding.
This Position Is Perfect For Someone Who...
- Loves weddings and events.
- Has experience working in weddings, hospitality, event planning, catering, or a related field.
- Is extremely organized and detail-oriented.
- Enjoys working with people and making guests feel taken care of.
- Can remain calm and professional when things don't go exactly according to plan.
- Is comfortable communicating with brides, grooms, families, and vendors.
- Can confidently take charge when necessary.
- Has excellent communication skills.
- Is dependable and understands that weddings require punctuality and attention to detail.
- Can work independently without needing constant direction.
- Enjoys both administrative work and the excitement of being at an event.
- Is looking for flexibility rather than a traditional set schedule.
Schedule & Availability
This is an as-needed, part-time position with a flexible schedule.
There is no set weekly schedule and no guaranteed number of hours per week. Hours will vary based on wedding and event bookings and the administrative needs of the department.
The position may include:
- Approximately one administrative day during some weeks.
- Additional administrative hours as needed.
- Wedding and event shifts primarily on weekends.
- Occasional evenings.
- Increased hours during the busy wedding season.
- Fewer hours during slower periods.
Weekend availability is essential, particularly during wedding season.
This position may be an excellent fit for someone who already has another job, is semi-retired, is a parent looking for flexible work, is a student, or simply wants to remain active in the wedding and events industry without committing to a full-time position.
Qualifications
Preferred:
- Previous wedding, event, hospitality, catering, or venue experience.
- Experience coordinating weddings or events.
- Strong organizational and time-management skills.
- Excellent written and verbal communication.
- Comfortable working with Microsoft Office, Google Workspace, or similar programs.
- Ability to manage multiple details and deadlines.
- Professional appearance and demeanor.
- Reliable transportation.
- Ability to work independently and make sound decisions.
- Must be comfortable working weekends and evenings when scheduled.
A background in wedding coordination is strongly preferred, but we will consider candidates with strong hospitality, event, or customer-service experience who demonstrate excellent organizational skills and a willingness to learn.
What We Offer
- Flexible scheduling.
- A unique opportunity to work in the wedding and events industry.
- A beautiful coastal Maine property.
- Variety — no two weddings are exactly alike.
- Opportunity to work directly with couples and professional wedding vendors.
- Administrative experience combined with hands-on event experience.
- Potential for additional hours as the wedding and event calendar grows.
- Opportunity to become an important part of our wedding and events team.
About Village by the Sea
Village by the Sea is a Southern Maine resort and wedding venue located in Wells, Maine, offering couples the opportunity to host their wedding while having their family and friends stay together on property.
Our goal is to create memorable wedding weekends where couples can celebrate with the people they love while enjoying accommodations, amenities, and the beauty of the Maine coast.
Interested?
If you are organized, dependable, love weddings, and are looking for a flexible opportunity rather than a traditional job, we'd love to hear from you.
Please submit your resume and a brief description of your wedding/event experience and why this flexible position interests you.
Pay: $21.00 - $22.12 per hour
Work Location: In person
