Director of Events

Job Title: Director of Events
Department: Banquets
Reports to: Clubhouse Manager 
FLSA: Salary, Exempt 

Job Summary

We are looking for a successful and enthusiastic Director of Events to produce events from conception to competition. The Director of Events is responsible for the Club-wide strategy of both private and Club events, including assessing and conceptualizing Member needs and desires and making all arrangements necessary to execute the desired vision and goal with consistency and excellent communication. 

Essential Duties and Responsibilities 

Supervisory: 

• Hire, train, and manage department Team Members including the Event Manager and/or Event Coordinator 

• Plan and approve departmental schedules 

• Regularly monitor and confirm attendance and hours worked, utilizing published departmental schedule to verify timecards, minimize overtime, and keep labor costs within approved budget 

• Approve and submit departmental payroll in a timely manner 

• Regularly provide and document feedback to Team Members to support the Club’s culture of growth and development and active coaching 

Essential Functions: 

• Develop, implement, and evaluate the Club-wide wide strategy of special event planning and continuously make adjustments to increase the quality of events 

• Assign managers and / or coordinators to plan and execute specific events and supervise the progress to ensure events are executed according to Club strategy and standard 

• Maintain the Club’s master calendar and function book 

• Schedule events in coordination with the Club’s event calendar and annual event budget 

• Oversees the negotiation of terms and fees for facilities, vendors, speakers, entertainers in accordance with budget, policies, and procedures 

• Lead the planning and execution of larger scale events and effectively delegates tasks to appropriate Team Members 

• Ensure that events do not exceed budget by considering the individual and annual event budget 

• Collaborate with Marketing and Communications to ensure that Club social events receive appropriate promotion based on size and desired attendees 

• Respond to event inquiries via phone or email 

• Assemble, finalize, and execute event contracts utilizing negotiating skills and creative selling abilities within operational and Club standards 

• Plan, or oversee the planning of, Member banquets, luncheons, meetings, weddings, dances, and other social and corporate events; consistently obtaining all pertinent information needed 

• Diagram room layout, banquet placement, and related function details 

• Assist Members in arrangements for special dinner requests in the dining room 

• Serve as liaison between kitchen, service, and management 

• Procure decorations, entertainments, linens, and other special requests 

• Print menus, labels, and signage for events 

• Maintain, or oversee maintenance of, monthly valet and chaperone schedules 

• Establish special events goals on a team and individual basis 

• Work with Culinary team to keep event menu offerings up to date 

• Lead walkthroughs, tours, and tastings for events 

• Responsible for hands-on service work when needed and attendance of assigned events to assist operations in event execution 

• Lead event planning meetings and communicate appropriate information and updates to Team Members through accurate completion of in-house banquet event orders (BEOs) and weekly function information 

• Participate in leadership, senior staff, committee, and all other meetings as requested 

• Maintain records of private events and Club events 

• Responsible for proper billing and charge procedures for department, including processing of payments and closing out events 

• Maintain departmental inventory 

• Monitor appearance, upkeep, and cleanliness of all department equipment and facilities 

• Develop operating budget for the department; monitor and take corrective action as necessary to help ensure that budgeted income, expense, and labor goals are met 

• Develop a capital budget as necessary 

• Establish, update, and maintain all written standards and procedures for the department as needed 

• Address Member and Guest complaints and advise Manager and/or General Manager of appropriate corrective actions taken 

• Serve as manager-on-duty (MOD) on a scheduled basis 

• Ensure that all applicable Club policies and procedures are followed 

• All other duties as assigned 

Requirements 

To perform this job successfully, a Team Member must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. 

Qualifications: 

• Degree in event planning or related field preferred 

• Minimum of 5 years of experience of demonstrated success in event planning or a satisfactory combination of education and experience 

• Food safety certification 

• Alcoholic beverage certification 

• Proficient in Microsoft Office including Outlook, Teams, Excel, Word, and related programs 

• Experience with Club Essential preferred 

• Experience with event planning software

Knowledge, Skills, and Abilities:  

• Knowledge of food and beverage operations and principles of promoting and selling events 

• Ability to assess the needs of Members and Guests and evaluate their satisfaction during and following a function 

• Ability to gather and organize information using a logical and systematic process utilizing excellent time management skills 

• Ability to devise unusual or creative ideas around an event theme and develop creative approaches to problem-solving 

• Ability to manage multiple projects independently 

• Ability and willingness to communicate effectively with Members, Guests, and Team Members at all department levels throughout the Club 

• Ability to work irregular shifts and extended hours, including weekends and holidays 

• Maintain a positive, polished, and professional approach with Members and Team Members 

• Knowledge of and ability to perform required roles during emergency situations 

Physical Demands & Work Environment 

Conditions described below are representative of those that must be met by a Team Member to perform the essential functions of this job successfully and safely. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions upon request. 

Environment: 

• Office work is generally performed in a well-lit, temperature-controlled environment with occasional exposure to the outdoors or any number of elements 

• Events are performed both indoor and outdoor with exposure to both hot and cold temperatures, humidity, and a variety of noise levels 

Physical: 

• The Team Member is regularly required to stand, sit, talk, hear, see, reach, stoop, kneel, and use hands and fingers to perform essential functions of the job 

• The Team Member must push, pull, lift, balance, and carry both unilaterally and bilaterally, up to twenty-five (25) pounds repetitive motions 

• Specific vision abilities required by this job include close vision requirements due to computer work and event 

• The Team Member must be able to perform the essential functions of the job with or without reasonable workplace accommodation 

Disclaimer 

The information herein describes the general nature and level of work performed by Team Members in this role. It is not designed to contain or be interpreted as a comprehensive list of all job responsibilities, duties, or qualifications required of these Team Members. Job duties, responsibilities, and benefits are subject to change based on business needs.  

This job description is not an employment contract. The Club reserves the right to change any portion of this document at any time without notice. Each applicant, by applying, certifies that he or she understands the job description, possesses the above qualifications and that they can perform each of the above functions with or without reasonable accommodation.