Special Events Coordinator/Executive Committee Assistant – Laidback Luxury in La Jolla

Description

THE JOB:

The Special Events Coordinator/Executive Committee Assistant is responsible for planning, organizing, and ensuring special events go successfully from origination to execution. The Special Events Coordinator/Executive Committee Assistant performs various functions, depending on the need of the event, and reports to the Director of Food and Beverage. This position also provides administrative assistance to the Hotel General Manager and serves as a liaison with the Executive Senior Leadership staff, department heads and outside guests and vendors.

Responsibilities are as follows:

Independently manage the administrative components of special projects as required.

Participate in committees and special project teams for the Executive Director’s Offices to support office administration, morale, and operational efficiency. Regularly assist in the coordination of departmental events and meetings.

Plan, prioritize and schedule meetings and appointments for the Hotel General Manager and other senior leadership. Make decisions daily regarding calendar dates.

Receive callers by phone, email, and personal visit. Work independently to evaluate and assess calls, requests and issues in anticipation of the hotel general manager’s response.

Provide administrative assistance with other departments. 

Perform related duties as assigned.

Work alongside Director of Food and Beverage, to plan, coordinate and execute special activities and Events around the resort. 

Plan, organize, and coordinate special events at Estancia La Jolla 

Generate event orders, event planning documents, event diagrams, and attend operational planning meetings as required. 

Oversee on-site events and monitor guest registration to ensure details are handled as planned.

Work with and give guidance to event staff involved in event planning and execution.

Address any issue that may arise onsite during an event. 

Negotiate and contract with vendors for a variety of goods and services related to special event planning.

Responsible for third party management of delivery vehicles, photographers, florist, catering, and transportation services to ensure seamless presentation and positive brand experience.

Maintain records on event activities, budget, and post event summary.

Negotiate financial terms and authorize expenditures with oversight and approval by Director of Food and Beverage. 

Develop and maintain an extensive network of contacts, both internal and external, to facilitate event coordination

Perform other related project duties as assigned or requested by the Director of Food and Beverage.

Respond to and resolve issues of varying complexity and ambiguity, requiring research, investigation and follow up, including the engagement of appropriate staff.

YOU:

To be successful in this position, we're looking for an amazing people connector, who thrives on creating experiences and problem solving. This role as the Special Events Coordinator/Executive Committee Assistant requires skills such as patience, empathy, and a desire to provide excellent service for our guests.

OUR CULTURE:

Be part of our award-winning team named TOP Workplace in San Diego 2022 and TOP Workplace USA 2023 by our Team Members. Estancia La Jolla is a part of Noble House Hotels and Resorts offering a collection of luxury hotels and resorts in the Americas. To provide our guests with exceptional service and the most memorable experiences, we look for team members who share our core values. The people who best fit Estancia La Jolla are sharp, hardworking team players. We are looking for candidates with experience of having fun!

The OFFER:

In return, we offer competitive pay, health insurance benefits, Team Member and Family & Friends hotel and restaurant discounts within the Nobel House Hotel & Resorts family, Matching 401k (After 1 year), On-Demand Pay (Earned wage access before payday!) PTO, Complementary Parking, and Meals.

Requirements

Bachelor’s degree in Hospitality Management desired.

Minimum of two-year special event planning or related work experience

Experience in planning and implementing special events, including strong knowledge in attracting funds or sponsorships; proven track record in creating and implementing promotion plans; print production expertise associated with fundraising events

Strong communication skills – written and verbal

Strong negotiation, leadership, and planning skills

Ability to multi-task, remain calm and work under pressure in a fast-paced environment

Strong computer skills and proficiency in word processing, database management, spreadsheet applications, or other fundraising softwar