Event Coordinator

Benefits:

At VIVAMEE Hospitality we believe our teammates are the most important investment we can ever make. Benefits of this role include: career advancement opportunities, a positive/growth mindset work culture, free golf, health benefits, 401K, company purchased life-insurance, discounts on VIVAMEE resort stays, merchandise, and meals. MOST IMPORTANTLY, we offer a community of teammates just like you. We seek to only attract: positive, driven, and caring teammates who already live by their own code of standards in alignment with our VIVAMEE Virtues. We believe this positive culture is the greatest benefit our team can offer to new teammates. You will be welcomed here!

Summary of the Role and Responsibilities: As an Event Coordinator at Kent Island Resort, you will be responsible for overseeing all aspects of event planning and day-of coordination. Your primary focus will be on meticulous event detailing and ensuring flawless execution during the event itself. This role requires strong organizational skills, attention to detail, and the ability to thrive in a fast-paced environment.

Responsibilities:

• Promote and portray the VIVAMEE Values.
• Know, understand, and adhere to company established policies and procedures.
• Collaborate with clients to understand event objectives, themes, and specifications.
• Assist in developing event concepts, timelines, and budgets.
• Source and coordinate with vendors, including venues, caterers, decorators, and audio-visual providers.
• Negotiate contracts and manage vendor relationships to ensure cost-effective and high-quality services.
• Create and manage detailed event plans, including logistics, staffing requirements, and production schedules.
• Oversee event setup, ensuring all elements are in place according to plan and client expectations.
• Supervise event staff and Vendors during setup, event execution, and breakdown.
• Handle on-site troubleshooting and problem-solving to address any issues that arise during events.
• Coordinate event registration, attendee communication, and guest services.
• Ensure compliance with health, safety, and legal regulations throughout the event.
• Conduct post-event evaluations to assess success, gather feedback, and identify areas for improvement.

• Bachelor's degree in Event Management, Hospitality, Marketing, or related field (preferred).
• Proven experience as an Event Coordinator or similar role, with a track record of successful event planning and execution.
• Strong organizational and time-management skills, with the ability to manage multiple projects simultaneously.
• Excellent interpersonal and communication skills, with the ability to work effectively with clients, vendors, and team members.
• Detail-oriented mindset and a proactive approach to problem-solving.
• Proficiency in event management software (e.g., Eventbrite, Reserve) and Microsoft Office Suite.
• Flexibility to work evenings, weekends, and holidays as required by event schedules

About Kent Island Resort: Kent Island Resort is a National Treasure with a history and reputation that extends across America and reaches back in time to its 1820 founding. Kent Island Resort possesses the opportunity to fully live the VIV MEE experience - offering guests the chance to separate from technology, experience nature, and to revive their soul. Kent offers numerous ways for guests to experience connection. We have curated culinary experiences, wine tasting events, luxurious guest rooms, hands-on workshops, music events, festivals, and connection with nature. Our Catering & Events are central to our entire business operation. We especially cherish the trust that brides and families invest in us to deliver on their holistic wedding experience. Weddings are the pinnacle expression of our mission and we seek to improve our design, delivery and overall experience for the bride as well as the entire wedding party.  

The culture at Kent Island Resort is built on our shared core VIV MEE Virtues of: JOY, HUMILITY, & MINISTRY. JOY means that we are a true team made up of teammates who sincerely enjoy serving others and winning together. For us HUMILITY means that we recognize the infinite dignity of each other (both team members & guests) and that we seek to be helpful to everyone no matter what is asked. Additionally, we are not afraid to ask for help or admit when we make a mistake. Our version of MINISTRY means we want our hospitality to become a true gift for our guests. We have the power to transform our duties from merely a task to be completed into a means to show love for our guests. We believe this power of intentionality has the capacity to revive the souls of our guests and our team. We hire, fire, reward, and praise our team members based on these characteristics, so it is essential that candidates are inspired to grow in these VIV MEE virtues in order to be a part of this wonderful team.

Disclaimer

This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed when circumstances change (e.g. emergencies, changes in personnel, workload, rush jobs or technical developments).

Kent Manor Inn is an Equal Opportunity Employer. In Compliance with the American with Disabilities Act, Kent Manor may provide reasonable accommodation to qualified individuals and encourage both prospective and current employees to discuss potential accommodation with the employer.