Event Coordinator & Banquet Captain

Theodore Roosevelt Presidential Library Foundation•Medora, ND

1d•Onsite

About The Position

The Event Coordinator & Banquet Captain is a dual-role position responsible for both the advance planning and on‑site execution of events hosted at the Theodore Roosevelt Presidential Library. This position bridges strategic coordination with hands-on leadership during live events, ensuring seamless delivery from initial planning through final breakdown. Working closely with the Director of Events and Protocol, this role supports private rentals, donor events, institutional programs, and special occasions, with a particular emphasis on food-and-beverage service excellence, guest experience, and operational precision.

Requirements

5+ years of experience in event coordination, banquet operations, hospitality, or catering environments.
Demonstrated experience leading on-site events such as dinners, receptions, weddings, or donor functions.
Proven ability to manage vendor relationships and oversee food-and-beverage service.
Familiarity with event management software (e.g., Cvent, Eventbrite) and Microsoft Office / Google Workspace.
Strong written and verbal communication skills.
Ability to lift and move objects up to 30 pounds.
Combination of office-based planning work and hands-on event execution.
Flexibility to work evenings, weekends, and holidays based on event schedules.
Occasional travel for off-site events may be required.

Nice To Haves

Bachelor’s degree in hospitality management, Event Management, Communications, or a related field preferred; equivalent experience considered.

Responsibilities

Lead on-site banquet and event operations during assigned events.
Supervise and direct event service staff, volunteers, and contracted personnel as needed.
Oversee food and beverage service, including setup, timing, service flow, and breakdown.
Ensure service standards, cleanliness, and presentation meet TRPL expectations.
Serve as the primary on-site troubleshooter, responding to guest needs and resolving issues quickly and professionally.
Coordinate closely with kitchen staff, caterers, and event leadership during live service.
Train, coach, and onboard banquet staff (and volunteers, as applicable) on service standards, room diagrams, timing, guest engagement, and safety expectations.
Conduct event wrap‑up, ensuring proper breakdown, inventory accountability, and restoration of event spaces.
Assist with the development and execution of event plans, timelines, and layouts.
Serve as a point of contact for clients regarding logistics, schedules, and service details.
Coordinate with vendors, caterers, rental partners, AV providers, and internal teams.
Manage event logistics including room setup, décor, catering, signage, special guests, equipment, and transportation.
Ensure compliance with insurance, legal, health, and safety requirements.
Assist with budgeting, expense tracking, and post-event reporting.