We are seeking an Events Director to be part of a dynamic and talented team at NewVida Preserve (www.newvidapreserve.com). The Events Director will be part of our management team, lead our event sales pipeline and partner across our hotel and food & beverage teams to execute high caliber events. In this role, you will be the primary face of our venue for private events, corporate retreats, and special celebrations—guiding clients seamlessly from their initial inquiry all the way through post-event wrap-up. You'd be joining a team that is passionate, creative, and collaborative. Applicants must have at least 2 years of experience in a events management role for a business, hospitality preferred. The role is requires 40 hrs / week, with some remote working possible. In addition to the salary, this job also involves event gratuity and an attractive commission on any events proactively sold through to contract.
Responsibilities include:
1. Inbound Event Sales & Contracting (Primary Focus)
- Lead Conversion: Serves as the primary point of contact for all incoming event inquiries, driving prompt response times and strong conversion rates.
- Consultation & Site Visits: Conducts initial discovery/qualification calls and leads engaging, high-touch site tours to showcase our property and amenities.
- Proposals & Agreements: Structures custom proposals and negotiates terms to secure signed event contracts and initial deposits.
- Invoicing & Accounts Receivable: Manages client billing schedules, issuing and tracking invoices and payments in partnership with finance/operations.
2. Event Planning & Cross-Departmental Coordination
- Department Briefings: Leads pre-event handoff meetings with F&B and Hotel Operations leadership to review event scope, special requests, and VIP needs.
- Detail Lock-In: Coordinates directly with client teams and internal directors to finalize master event timelines, room assignments, BEOs (Banquet Event Orders), custom menus, staffing models, and third-party vendor logistics.
- Vendor Management: Collects vendor COIs, approves load-in/out schedules, and serves as the central liaison for decorators, DJs, florists, and external production crews.
3. Day-of Event Production Support
- Co-Production & On-Site Support: Works alongside the F&B Director and Hotel Operations Lead to oversee room setups, floor layouts, and technical readiness prior to guest arrival.
- Timeline & Flow Management: Monitors guest arrival logistics and master schedule pacing (ceremonies, meal service, speeches, entertainment) to keep events running seamlessly.
- On-Site Escalation: Acts as a calm, proactive problem-solver for last-minute client requests or operational friction on event day.
4. Proactive Sales & Growth (As Capacity Allows)
- Outreach & Networking: Identifies local corporate partners, event planners, and retreat organizers to drive repeat and off-season business.
- Industry Engagement: Represents the property at select industry networking events, bridal expos, or community business gatherings.
- Consultation & Site Visits: Conducts initial discovery/qualification calls and leads engaging, high-touch site tours to showcase our property and amenities.
- Proposals & Agreements: Structures custom proposals and negotiates terms to secure signed event contracts and initial deposits.
- Invoicing & Accounts Receivable: Manages client billing schedules, issuing and tracking invoices and payments in partnership with finance/operations.
Qualifications:
- Experience: 2+ years of experience in event sales, private event management, or hospitality sales leadership within a boutique hotel, resort, or premier event venue.
- Sales Track Record: Proven ability to manage a high-volume sales pipeline, draft client proposals, close contracts, and hit revenue goals.
- Operational Literacy: Familiarity with event floor plans, Banquet Event Orders (BEOs), food & beverage pacing, and lodging/room block logistics.
- Client-Facing Presence: Exceptional written and verbal communication skills with a polished, welcoming persona for site tours and client consultations.
- Technical Proficiency: Experience using hospitality event management software
- Flexibility: Willingness to work a varied schedule including nights, weekends, and holidays based on the property’s event calendar.
Employees and their spouses get to access the services at NewVida, including wellness, trails and the gym for free! Please reach out soon as we're aiming to hire soon. Thank you!
Pay: $45,000.00 - $65,000.00 per year
Benefits:
- Employee discount
- Flexible schedule
- Paid time off
Experience:
- Events management: 2 years (Required)
Ability to Commute:
- Wilmington, NY 12997 (Required)
Work Location: In person
