Event Coordinator

YMCA
Salary
$35,000.00
$45,000.00
How to Apply
Apply Online
Resumes Accepted Until
Resume Contact
[email protected]
At YMCA Blue Ridge Assembly, you'll be part of a mission-driven organization dedicated to creating meaningful experiences.
Job Description

Under the guidance of the Director Event Strategy & Relations, the Event Coordinator is responsible for all aspects of assigned group’s needs during their stay. This position serves as a liaison between group leaders and YMCA Blue Ridge Assembly, ensuring a positive mountaintop experience for each group. By working closely with departments, the Event Coordinator will cultivate a spirit of cooperation and teamwork throughout the organization.

The ideal candidate is highly organized, service-oriented, and passionate about hospitality. This individual will manage multiple events simultaneously while serving as a liaison between group leaders and YMCA Blue Ridge Assembly, ensuring every detail is executed with excellence. The Event Coordinator plays a key role in fostering long-term client partnerships and contributing to the organization's mission of transformational hospitality and leadership development.

Qualifications

·         Bachelor’s degree in hospitality management, Business Administration, Communications, Event Management, Recreation, or a related field preferred.

·         Minimum of two years of experience in event coordination, conference services, hospitality management, customer service, or a related field.

·         Proven ability to manage multiple projects, timelines, and priorities in a fast-paced environment.

·         Exceptional verbal and written communication skills with the ability to build strong professional relationships with clients, guests, and staff.

·         Strong organizational skills with excellent attention to detail and follow-through.

·         Demonstrated ability to solve problems proactively and maintain professionalism under pressure.

·         Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and Teams.

·         Experience using event management, CRM, or hospitality software preferred.

·         Ability to work independently while collaborating effectively with cross-functional teams.

·         Strong customer service mindset with a commitment to exceeding guest expectations.

·         Flexibility to work evenings, weekends, and occasional holidays as required by event schedules.

·         Valid driver's license preferred.

Essential Functions

·         Serve as the primary point of contact for assigned groups from contract confirmation through event completion.

·         Initiate planning communication with group leaders approximately 90 days prior to arrival and maintain consistent contact throughout the planning process.

·         Conduct planning calls, virtual meetings, and in-person meetings to gather event requirements and ensure all details are accurately documented.

·         Guide clients through available meeting spaces, dining services, recreational activities, and program offerings.

·         Build trusted relationships with group leaders to understand their objectives and deliver customized event experiences.

·         Collect, manage, and confirm all event details, meeting room setups, meal schedules, program requests, audiovisual needs, and special accommodations.

·         Enter and maintain accurate event information within hospitality and event management systems.

·         Prepare event orders, schedules, and reports for operational departments.

·         Coordinate closely with Conference Services, Food Services, Housekeeping, Maintenance, Programs, and Guest Services teams to ensure seamless execution.

·         Monitor event timelines and proactively address changes or special requests.

·         Welcome group leaders upon arrival and serve as their primary resource throughout their stay.

·         Conduct orientation meetings and review event schedules and facility information.

·         Address guest questions, concerns, and operational issues promptly and professionally.

·         Collaborate with operational departments to resolve challenges and maintain high service standards.

·         Regularly engage with clients during their stay to ensure satisfaction and identify opportunities for improvement.

·         Cultivate group relationships, troubleshoot concerns, and proactively rebook groups for their following year’s stay.

·         Gather client feedback and communicate recommendations for operational improvements.

·         Participate in departmental meetings, training sessions, and organizational initiatives.

Ensure compliance with YMCA policies, procedures, and hospitality standards.