Event Coordinator

Goodstone • Middleburg, VA

4d • Hybrid

About The Position

The Event Coordinator plays a critical role in creating seamless and memorable experiences for Goodstone's wedding, corporate, social, and special event clients. This position serves as the primary planning and coordination resource after an event is booked, ensuring all details are accurately documented, communicated, and executed. The Event Coordinator works closely with clients, vendors, catering partners, Guest Services, Culinary, Housekeeping, Grounds, and Event Operations to ensure every event reflects Goodstone's luxury hospitality standards. This role requires exceptional organization, communication, attention to detail, and the ability to manage multiple events simultaneously while delivering outstanding client service.

Requirements

• Strong attention to detail and organizational skills.
• Ability to build relationships with clients, vendors, and internal teams.
• Ability to work independently while managing competing priorities.
• Strong problem-solving and decision-making skills.
• Professional and polished communication style.
• Ability to remain calm and organized in a fast-paced environment.
• Proficiency with Microsoft Office Suite and event management software.
• Knowledge of hospitality operations and event execution.
• Flexible schedule with availability for evenings, weekends, and holidays based on event needs.
• Ability to stand and walk for extended periods.
• Ability to climb stairs and navigate event spaces.
• Ability to lift and carry up to 25 pounds occasionally.
• Ability to work extended hours during event days when necessary.

Nice To Haves

• Bachelor's Degree preferred but not required.
• 2+ years of event planning, hospitality, catering, wedding, or hotel event experience.
• Experience coordinating weddings, social events, corporate meetings, or luxury hospitality events preferred.
• Experience with TripleSeat, Maestro, Microsoft Office, and event management software preferred.

Responsibilities

• Serve as the primary planning contact for assigned events after contract execution.
• Guide clients through the planning process and collect all event details, timelines, and requirements.
• Schedule and conduct planning meetings, venue walkthroughs, and event detail reviews.
• Assist clients with menu selections, timelines, floor plans, vendor coordination, guest accommodations, and event logistics.
• Maintain consistent communication with clients throughout the planning process.
• Ensure all event details are finalized according to established deadlines.
• Prepare, update, and distribute Banquet Event Orders (BEOs) and event resumes.
• Verify accuracy of timelines, room layouts, catering requirements, bar selections, vendor information, and special requests.
• Review event details with internal teams to ensure operational readiness.
• Coordinate event changes and communicate updates promptly to all stakeholders.
• Maintain accurate event records within TripleSeat and other event management systems.
• Partner with the Event Operations team to ensure events are properly staffed and prepared.
• Coordinate rental orders, vendor arrivals, deliveries, and setup schedules.
• Participate in event turnover meetings and pre-event planning reviews.
• Work closely with Guest Services to coordinate room blocks, VIP arrivals, guest itineraries, and special accommodations.
• Support event execution and proactively troubleshoot issues.
• Serve as an on-site event representative during weddings, corporate retreats, and social events as assigned.
• Assist with event setup verification and ensure spaces are prepared in accordance with client expectations.
• Coordinate with vendors, caterers, and internal departments throughout the event.
• Address client requests and operational challenges professionally and efficiently.
• Support event breakdown and post-event follow-up as needed.
• Maintain organized client files and event documentation.
• Assist with reporting, forecasting support, and event tracking.
• Monitor deposits, payment schedules, and billing details in coordination with Accounting and Sales.
• Support continuous improvement of event planning processes and guest experiences.

Benefits

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discounts
• Health insurance
• Opportunity for advancement
• Paid time off
• Training & development
• Vision insurance
• Wellness resources
• Medical, Dental, Vision, Life, Short-Term Disability, and Long-Term Disability Benefits beginning on Day 61
• 401(k) with Company Match
• Paid Vacation and Sick Time
• Employee Referral Program
• Employee Discounts at Goodstone Inn & Restaurant

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree