Event Coordinator

Position Summary: The Event Coordinator supports the Event Management team in the planning and execution of weddings, corporate meetings, social events, and other events at Wythe Hotel. Working from the point of sales turnover through event completion and post-event follow-up, the Event Coordinator helps ensure that every event is thoughtfully planned, accurately detailed, and executed with a high level of hospitality and care. This position works closely with the Wedding and Corporate Event Managers, as well as the Sales, Food & Beverage, Culinary, Operations, Front Office, Housekeeping, and Door teams. The Event Coordinator also communicates directly with clients, vendors, and outside partners to support event logistics and ensure information is communicated accurately across departments. In addition to event planning responsibilities, this role provides administrative support to the Sales and Events team, including managing incoming calls and emails, maintaining event files and systems, preparing printed materials, pulling reports, and assisting with additional department needs. The Event Coordinator is highly organized, detail-oriented, warm, and proactive, with a genuine interest in hospitality and events. This position offers the opportunity to develop hands-on event management experience and take on increased ownership of events over time. Key Responsibilites Support Wedding and Corporate Event Managers throughout the planning and execution of events, including menus, timelines, floor plans, audiovisual needs, rentals, vendor coordination, signage, guest experience, and other logistical requirements. Maintain professional and timely communication with clients, vendors, and internal hotel departments throughout the planning process. Assist with client walkthroughs, site visits, and planning meetings as needed. Maintain accurate event information and documentation within Triple Seat, review event details and BEOs for accuracy, and ensure all information is organized and up to date. Attend weekly BEO meetings and communicate event updates and changes to the appropriate departments. Assist with ordering, confirming, and reviewing rentals and third-party vendor services. Prepare and print event materials including menus, place cards, signage, floor plans, and other event collateral, carefully proofreading all materials for spelling, formatting, and overall accuracy. Support onsite event execution as needed, including coordination with internal teams and outside vendors. Manage select small-scale events from planning through execution as assigned and provide additional event coverage during high-volume periods or when Event Managers are out of the office. Support post-event follow-up and administrative closeout as needed. Maintain organized event files, templates, menus, canned responses, photo and video assets, and other departmental resources. Monitor Sales and Events phone lines and inboxes, route inquiries to the appropriate team member, and respond when appropriate. Assist the Sales team with administrative needs including preparing materials, maintaining files, creating or updating collateral, and pulling recurring reports. Prepare weekly Sales reports for the Sales meeting and assist with proposals, menus, signage, presentations, and other Sales and Events materials as needed. Develop a working understanding of event contracts, food and beverage minimums, room rental, deposits, invoices, payment schedules, cancellation policies, and billing requirements. Assist Event Managers with tracking deposits, final guest counts, planning deadlines, and outstanding event details. Perform additional duties and projects as assigned by the Sales and Events leadership team.