Summary

Primarily responsible for the administrative responsibilities for the event department. Supports the department whenever and however necessary in achieving the department’s vision and goals. Assists in the preparation and planning of assigned member events, club events and non-club sponsored events.

Essential Duties and Responsibilities

• Designs and prints event menus, place cards, food cards, and other relevant materials.
• Assists Director in receiving and returning phone calls/emails and communicates with the Director any event changes and documents the change details.
• Prepares in advance the weekly banquet event order (BEO) packets to include specifications and weekly event summaries. Distributes BEO packets to all Food & Beverage managers along with other club management personnel.
• Communicates any cancellations of events, pop-up events, or last minute changes to events with the Food & Beverage team verbally, electronically, and with colored revised sheets.
• Schedules requested meeting space in the master calendar and the event reservation system while following proper and accurate booking procedures.
• Supports the Event Director with ordering and acquiring event supplies and/or services requested for an event such as linens, decorations, entertainment, etc.; all within predetermined approved event budget.
• Assists in providing the Communications Department accurate and current information to disseminate to the membership through the weekly and monthly update email, flyers, wings magazine, etc.
• Provides outstanding service to members and their guests in a professional and courteous manner.
• Meets with the Event Director weekly to discuss potential event improvements along with event changes and updates the Club and department.
• Maintains an accurate filing system of all future and past events.

Other Functions

• Provides content to the Communications Department for social media postings, such as Facebook and Instagram.
• Attends selected member events and some private catered events to ensure the proper attention to the demands of each catering contract and/or member request is carried out.
• Schedules meetings for the Directors’ and gathers in advance any necessary materials for the meetings.
• Informs management of any member/guest related issues.
• Maintains good relationships with department by creating a friendly atmosphere.
• This position guide does not state or imply that the above are the only duties and responsibilities assigned to this position. Employees holding this position will be required to perform any other job related duties as requested.

Supervisory Responsibility

This position has no supervisory responsibilities.

Competencies

To perform the job successfully, an individual should demonstrate the following competencies.

• Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.

• Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.
• Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
• Safety and Security - Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions; Uses equipment and materials properly.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

One year certificate from college or technical school; six to twelve months related experience and/or training. Prior country club experience preferred.

Language Skills

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

Mathematical Skills

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.

Reasoning Ability

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Computer Skills

• Proficient computer skills including MS Office products.
• Knowledge of additional related computer software programs pertinent to the position, such as Point of Sale system (JONAS) and/or event management software.

Certificates, Licenses, Registrations

• Valid Florida driver’s license

Other Skills and Abilities

• Solid understanding of event planning and the Food & Beverage operation.
• Social media content posting and management

Other Qualifications

• Good organizational skills with an eye for detail.
• Ability to multi-task, adapt to change, flexible, and work independently often unsupervised.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is regularly required to talk or hear. The employee is frequently required to sit and use hands to finger, handle, or feel. The employee is occasionally required to stand; walk; reach with hands and arms and taste or smell. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, color vision and ability to adjust focus.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is occasionally exposed to outside weather conditions. The noise level in the work environment is usually moderate.