Club Events Coordinator

HEI Hotels & Resorts•Berkeley, CA

2d•Onsite

About The Position

The Event Coordinator is responsible for owning the planning, coordination, and execution of the Club’s event and programming calendar, with a strong emphasis on events requiring collaboration with hotel departments. This role serves as the primary point of contact for Club-led events, ensuring consistent standards, clear communication, financial discipline, and a seamless experience for members. The position manages the full event lifecycle—from initial concept and proposal through planning, marketing coordination, execution, and post-event follow-up. The Event Coordinator works closely with Club leadership, Membership, Marketing, and Hotel teams (Banquets, Catering, F&B, and Operations) to ensure events are properly scoped, approved, marketed, and delivered in alignment with Club standards and ownership objectives. Success in this role is measured by execution quality, adherence to timelines, cross-department alignment, member satisfaction, and the ability to create repeatable, well-run event processes.

Requirements

High school diploma or equivalent required
Two or more years of experience in event coordination, hospitality, private clubs, or hotel operations
Strong organizational and project management skills with high attention to detail
Excellent verbal and written communication skills
Ability to manage multiple timelines and priorities in a fast-paced environment
Comfortable coordinating across departments and with external vendors
Professional demeanor aligned with a luxury hospitality environment

Nice To Haves

post-secondary education preferred
Experience working with banquet, catering, or hotel event teams preferred

Responsibilities

Own and maintain the Club’s annual event calendar, ensuring balance, pacing, and alignment with membership and revenue goals
Coordinate the full lifecycle of Club events, from proposal and approval through execution and post-event follow-up
Ensure events are properly scoped, scheduled, and resourced well in advance of execution
Serve as the primary liaison between the Club and hotel teams for all Club-led events
Participate in event, catering, and BEO meetings with hotel Banquets, F&B, and Operations teams
Review BEOs for accuracy, scope, timing, and alignment with Club expectations
Ensure clear communication and alignment between Club, hotel, and vendor partners
Coordinate pre-event planning documents, including timelines, run-of-show details, and pre-event P&Ls when applicable
Track event-related expenses and support post-event reconciliation and review
Flag scope changes, cost risks, or execution concerns early and escalate as needed
Partner with Marketing to ensure events follow a consistent 90 / 60 / 30-day communication cadence
Ensure event details are finalized in time to support accurate marketing, registration, and member communications
Coordinate event information, registration timelines, and updates across Club systems
Support on-site execution for Club events as needed to ensure smooth flow and member experience
Serve as a point of contact during events to address issues, adjustments, or coordination needs
Collect post-event feedback and assist with documentation and continuous improvement efforts
Maintain organized digital and physical event files, timelines, and supporting documentation
Ensure consistent use of templates, checklists, and planning tools for repeatable execution
Support continuous improvement of event planning processes and standards
Partner closely with Membership, Operations, Front Desk, and Hotel teams to ensure a seamless member experience
Assist with special projects related to Club programming, events, or seasonal initiatives as assigned