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
