• Events Coordinator

    John Hay Estate at The Fells
    Job Description
    Employment Opportunity
    Events Coordinator Job Description
    The Events Coordinator at the John Hay Estate at The Fells is the heart of our weddings as they help make special memories happen. This extremely rewarding position works directly with our clients to build the event of their dreams. The Events Coordinator is responsible for overseeing and facilitating all outside private events including weddings, memorial services, corporate outings and other private events. In addition, they provide support for the execution of John Hay Estate at The Fells Signature Events. This position is permanent, part-time year-round position has hours that very by season. Winter hours will include approximately 10 hours per week and “in season” hours are five days per week, typically Wednesday through Sunday, from June through October not to exceed 40 hours per week.
    Primary responsibilities include:
    • Oversee and facilitate outside private events including weddings, memorial services, corporate outings and other private events. Responsibilities to include:
    • Cultivating and addressing event inquiries in order to ensure that the wedding pipeline remains full (year-round)
    • Conducting tours for prospective parties including supporting vendors (year-round)
    • Scheduling events including drawing up paperwork and review of contracts and guidelines with prospective lessees (year-round)
    • Collecting event payments to ensure timely remittance per the contracts and provide reporting on both current receipts and forecasted revenue for the Board of Coordinator s meetings (year-round)
    • Prepare written progress reports for use in the Board of Coordinator ’s meetings (year-round)
    • Track complete list of all vendors and ensure that current insurance documents are on file (year-round)
    • Maintain working knowledge of the complex needs of the wide variety of events (year-round)
    • Working with staff and outside coordinators of vendors such a wedding planners, caterers, bartenders, and equipment rental firms to ensure that events are successful and that current paperwork is on file(year-round)
    • Guide the set-up, take down and clean up for private events (in-season)
    • Be the staff member on site during all outside private events as the representative for the John Hay Estate at The Fells to oversee the use of the facilities and assist with any questions or issues (in-season)
    • Provide full on-site support for all Fells Signature Events. Responsibilities to include:
    • Assist with set up, display & take down, helping with execution during each event where needed
    Other responsibilities can include:
    • Assist with Main House preparation for opening at the beginning of the season
    • Assist with publicity across the organization including EBlasts, website updates, and Facebook posts.
    • Assist with Christmas at The Fells to include:
    • Set up, display & take down, helping during the event where needed
    • Assist with Main House Closing at the end of the season
     
    The ideal candidate will have the following qualifications and skills:
    • 2-3 years of event coordination or related experience
    • Well-developed diplomacy and customer service skills
    • Excellent oral and written communications skills
    • Excellent attention to detail
    • Experience with Squarespace content management system and all forms of social media
    Compensation: based upon credentials and experience of candidate
     Availability: The position is available immediately
     
    How to Apply: Please send cover letter and complete resume to Outreach@thefells.org. Please, no phone calls.
     
    Contact Information
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