Event Coordinator

Boutique Hotel & Wedding and Events Venue | Upstate NY - Eloise at The Henson

We are seeking a highly organized, detail-oriented, and service-driven Event Coordinator to join our events team at our award-winning boutique hotel in the Catskills. This role works closely under our experienced Director of Events and plays a key role in the planning, execution, and on-site coordination of weddings, private events/buyouts.

The ideal candidate thrives in a fast-paced environment, loves behind-the-scenes organization as much as day-of execution, and understands that exceptional events are built on preparation, communication, and calm leadership.

This position is a blend of administrative support during the planning phase and hands-on coordination during live events, including brand buyouts, corporate retreats and large-scale weddings.

Key Responsibilities:

Pre-Event Planning & Administration

Assist Director of Events with event planning, timelines, and logistics
Manage event files, contracts, BEOs, floor plans, and internal checklists
Serve as a point of contact for couples and clients for assigned events
Coordinate with internal departments (hotel operations, culinary, housekeeping, front desk)
Receive and track inventory for event equipment and outside rentals
Assist the Front Desk team in setting up group reservations on our PMS
Communicate with external vendors (planners, florists, rental companies, bands/DJs, photographers)
Track payments, deadlines, guest counts, and event details
Conduct site tours, walkthroughs and assist with client meetings as needed

Day-Of Event Coordination

Be on-site lead or co-lead for weddings and events, under Director of Events
Oversee event setup, timeline execution, and vendor load-in/load-out
Ensure ceremony and reception flow smoothly and on schedule
Act as calm, professional problem-solver during live events
Provide warm, polished guest service to couples, families, and vendors
Coordinate with culinary and service teams throughout the event
Oversee breakdown and post-event wrap-up

Qualifications & Experience

1–3+ years experience in events, weddings, hospitality, or hotel operations preferred
Strong organizational skills with exceptional attention to detail
Ability to manage multiple events and deadlines simultaneously
Confident communicator—both written and verbal
Calm under pressure; thrives during live events
Professional, polished, and guest-focused demeanor
Comfortable working nights, weekends, and holidays as required by event schedule
Proficiency in Google Workspace (Docs, Sheets, Calendar)
Proficiency in Stayntouch, Tripleseat, Prismm is a plus!

Ideal Candidate Traits

Hospitality-minded with a genuine love for weddings and celebrations
Highly dependable and proactive
Strong sense of ownership and accountability
Graceful, unflappable, and solutions-oriented
Appreciates high standards and thoughtful details
Team player who enjoys learning from an experienced Director of Events

What We Offer

Opportunity to work at a respected boutique hotel and sought-after wedding venue with exceptional hospitality and food and beverage.
Exposure to high-end weddings and luxury hospitality operations
Collaborative, values-driven team culture
Competitive compensation based on experience
Staff housing available
Health insurance subsidization after 90 day period

Schedule

Thursday through Monday
Hybrid; Remote and On-site

Pay: From $64,000.00 per year

Work Location: In person

Decent Hospitality - The Henson

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Event Coordinator