Event & Catering Coordinator

Scotia Village • Cary, NC

15d

About The Position

Glenaire, a Continuing Care Retirement Community, is seeking an organized, personable, and detail-oriented Event & Catering Coordinator to oversee the planning, coordination, and execution of events and catered functions throughout its senior living community. The role helps create exceptional experiences for residents, families, guests, and staff, and requires proactive problem-solving, multitasking, and careful coordination from start to finish.

The coordinator manages event reservations, scheduling, room availability, setup requirements, catering needs, and Banquet Event Orders. The role works closely with Dining Services, Wellness, and other departments to ensure event requirements are communicated and spaces are prepared. It also oversees event staff scheduling and direction, timekeeping, payroll submissions, performance feedback, and, as needed, hiring and onboarding. Administrative duties include preparing invoices, coordinating payment collection, and maintaining event records.

The successful candidate brings warmth, professionalism, creativity, and attention to detail to interactions with residents and colleagues, and takes pride in creating memorable experiences and supporting Glenaire’s commitment to hospitality and service excellence. Occasional evening, weekend, or holiday work may be required based on event schedules.

Requirements

• Excellent verbal and written communication skills.
• Strong interpersonal and customer service skills, including the ability to interact professionally and compassionately with older adults, families, guests, and colleagues.
• Exceptional organizational skills and attention to detail.
• Ability to manage multiple events, competing priorities, and changing schedules effectively.
• Strong problem-solving skills and ability to remain calm and professional in a fast-paced environment.
• Ability to work independently, take initiative, and collaborate across departments.
• Experience with event scheduling, catering coordination, or banquet management software, or ability to learn new systems quickly.
• Proficiency in Microsoft Office Suite, including Outlook, Word, and Excel.
• Flexibility to work occasional evenings, weekends, or holidays based on event schedules.

Nice To Haves

• Bachelor's degree in Event Management, Hospitality Management, Business Administration, or a related field preferred.
• Minimum of three years of experience in event coordination, catering, hospitality, or a related field strongly preferred.
• Previous experience supervising staff, coordinating catered events, or managing banquet operations preferred.
• Experience working in a senior living community, retirement community, or hospitality setting is a plus.

Responsibilities

• Coordinate and oversee community events, private functions, meetings, and catered gatherings from reservation through completion.
• Serve as the primary contact for residents, guests, and staff about event reservations, room availability, setup requirements, and catering needs.
• Manage event scheduling, room reservations, and event details.
• Prepare, review, and execute Banquet Event Orders (BEOs), ensuring event specifications and client expectations are met.
• Coordinate catering requirements, timelines, and special requests with Dining Services.
• Collaborate with the Wellness team and other departments to support resident programming and community events.
• Ensure event spaces are prepared, organized, and ready before scheduled functions.
• Oversee post-event breakdown, cleanup, and proper storage of furniture, supplies, and equipment.
• Provide customer service to residents, families, guests, and staff; anticipate needs, respond to requests, and resolve concerns professionally.
• Coordinate and schedule event staff to ensure appropriate coverage.
• Provide direction, training, and performance feedback to event staff.
• Oversee event staff timekeeping, payroll submissions, and performance evaluations.
• Assist with interviewing, hiring, and onboarding event staff as needed.
• Prepare and present event invoices, coordinate payment collection, and maintain accurate event records.
• Monitor the appearance, organization, and readiness of event spaces and shared community areas.
• Attend departmental meetings, participate in community initiatives as requested, and perform other related duties as assigned.

Benefits

• Great pay
• PTO
• Excellent medical, dental, and vision insurance at a low cost for you and your family
• Disability and life insurance
• Flexible Spending Account
• Retirement Plan (401k) eligibility
• Access to the Wellness Center and free wellness programs
• Discounted meals
• Employee Assistance Program

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed