Events Coordinator

DREAMWEAVER HOTELS INC • Chicago, IL

5d • $25 - $25 • Onsite

About The Position

Events Coordinator theWit Hotel – a Hilton Hotel | Chicago, IL About theWit Hotel: Bold, expressive, and unapologetically original, theWit Hotel in downtown Chicago blends modern luxury with an artistic spirit. Our team creates a dynamic environment where innovation, hospitality, and service excellence come together to redefine the guest experience. Position Summary: The Events Coordinator plays a key role in delivering a seamless, personalized experience for group and event guests at theWit, from initial booking through departure. This position collaborates closely with Sales, Conference Services, Front Office, and Food & Beverage to ensure all details are executed flawlessly and guest expectations are exceeded.

Requirements

• 1–3 years of experience in event coordination, hospitality, or a similar role
• Strong organizational skills with the ability to manage multiple events simultaneously
• Excellent interpersonal and communication skills
• Ability to remain calm and solution-oriented in fast-paced environments
• Proficiency in event management software and Microsoft Office Suite
• Flexible schedule, including evenings, weekends, and holidays as needed

Nice To Haves

• Bachelor’s degree in Hospitality Management, Event Planning, Communications, or related field (preferred)

Responsibilities

• Collaborate with Sales, Conference Services, and Front Office to ensure a seamless and personalized guest experience from booking to check-out, implementing initiatives to enhance guest satisfaction and loyalty.
• Receive group files from the Sales Team and review them for accuracy and thoroughness.
• Provide initial written communication to clients once files are received, and maintain regular contact to build and sustain strong relationships.
• Manage and monitor group room blocks and pickup; prepare and send client rooming lists.
• Assist clients with menu planning, food and beverage coordination, table arrangements, diagrams, and related event details.
• Maintain accurate conference management information in Delphi.
• Prepare detailed group resumes including reservations, billing, Banquet Event Order (BEO) information, off-site events, and VIP amenities.
• Create, update, and adjust Banquet Event Orders; confirm guest counts and changes with clients and communicate updates to supporting departments.
• Create floor plans for events and ensure alignment between Banquets and clients prior to set-up.
• Communicate all event details to supporting departments in a timely and efficient manner.
• Walk all meeting and event spaces to verify proper set-up and that all requirements on the BEOs are in place prior to client arrival.
• Ensure all meeting signage and event boards are accurate and up to date.
• Meet and greet on-site contacts; confirm meeting, break, and meal arrangements for the day.
• Deliver outstanding customer service to clients while they are on property to ensure total guest satisfaction.
• Participate in the Events Satisfaction Program to measure client satisfaction and improve operations.
• Initiate billing procedures, ensuring deposits, prepayments, and final payments are processed in a timely manner; review and provide the final bill to the customer upon completion of the program.
• Assist in building strong working relationships with other hotel departments, employees, outside agencies, and vendors.
• Comply with the hotel’s Standard Code of Conduct and all regulations established by management and the Employee Handbook.
• Maintain complete knowledge of the hotel’s emergency procedures as instructed by hotel management.
• Follow all company safety and security policies and procedures; report accidents, injuries, and unsafe work conditions to a manager; complete all required safety training and certifications.
• Ensure uniform and personal appearance are clean and professional, maintain confidentiality of proprietary information, and protect company assets.
• Lead theWit experience as instructed by hotel leadership.
• Celebrate our culture of individualism, engagement, fun, and evolving theWit experience for every guest, every time.
• Represent the hotel in a positive, professional manner at all times.
• Perform other duties as assigned to meet business and guest service needs.

Benefits

• Medical Plans: Choice of three plans to meet your healthcare needs.
• Dental Plans: Two options for dental coverage.
• Vision Insurance: Coverage for routine eye care and eyewear.
• Paid Time Off (PTO): To support work-life balance.
• Accident/Hospital Indemnity/Critical Illness plans (new for 2026).
• 401(k) Retirement Plan: Plan for your future with employer contributions.
• Flexible Spending Account (FSA): Pre-tax savings for healthcare and dependent care expenses.
• Life and AD&D Insurance: Employer-provided coverage with additional voluntary options.
• Short-Term Disability (STD): Employer-provided coverage to support you during temporary disability.
• Voluntary Long-Term Disability (LTD): Additional protection for extended disability.
• Commuter Benefits: Save on transit and parking expenses.
• Pet Insurance: Options to support your furry family members.
• Travel discounts and employee room rates worldwide
• Career growth and training opportunities
• Access to wellness programs and employee appreciation events

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level