Private Events Coordinator

PRIVATE EVENTS COORDINATOR

As Griffin Club LA continues to grow, we're on the lookout for a dynamic, experienced, and self-motivated individual to join our team as a Special Events Coordinator. The ideal candidate will be passionate, creative, and dedicated to enhancing our member experience across the club.

SUMMARY

The Private Events Coordinator is a key player in our Private Events team, tasked with orchestrating and executing special event sales. This role involves engaging with clients, planning event details, and demonstrating strong administrative capabilities. The position is a full-time, on-site role, reporting directly to the Private Events Manager.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Serve as the primary point of contact for members and clients throughout the event planning process.
• Manage all phases of event coordination, including inquiries, proposals, contracts, menu selections, timelines, and floor plans.
• Create and distribute detailed Banquet Event Orders (BEOs), ensuring all departments are fully briefed and aligned on expectations.
• Conduct site visits, tastings, and pre-event meetings with clients as needed.
• Oversee setup and execution of events, ensuring accuracy in décor, layout, staffing, and service flow.
• Maintain accurate billing records, track deposits, and prepare post-event reconciliation.
• Coordinate with the accounting team to ensure timely and accurate event invoicing.
• Manage event calendars and assist in booking and scheduling to maximize revenue and space utilization.
• Maintain professional relationships with vendors and ensure compliance with club policies for all outside service providers.
• Ensure all events reflect the club’s standards of hospitality, elegance, and attention to detail.

DETAILED RESPONSIBILITIES

• Develop and maintain an  Banquet Event Order (BEO) and planning process, ensuring meticulous attention to detail
• Finalize event menu and confirm guest count two weeks prior to the event date
• Gather, organize, and disseminate final event information
• Attend weekly BEO meetings with the Operations team to discuss the upcoming events for the week
• Provide support to clients during event set-up and the initial 2-3 hours of the event

QUALIFICATIONS

• Demonstrated professionalism and energy
• Excellent organizational and time management skills
• Proficiency in advanced computer skills and current event programs
• Exceptional written and oral communication skills
• 1-2 years of experience in a high-pressure catering environment
• Prior experience in a Club setting is preferred

PHYSICAL DEMANDS AND WORK ENVIRONMENT

The role requires regular talking or hearing. The employee will need to stand, walk, sit, use hands for various tasks, reach, and occasionally stoop, kneel or crouch. The employee may occasionally need to lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision and distance vision. The work environment is usually indoors, in a controlled environment, and sometimes outdoors with a moderate noise level.

We are an equal opportunity employer and do not discriminate based on race, color, religion, sex, national origin, disability, veteran status, or any other legally protected characteristics.