Event Coordinator, Administrative​/Clerical

Description

The Events Coordinator supports the Director of Events and Event Managers in the successful planning and execution of group and local events. This role serves as a key liaison between clients and hotel departments, provides administrative and operational support for events, and ensures clear communication, accurate documentation, and a high level of guest satisfaction in accordance with Hilton and Marcus standards.

• Answer telephone calls promptly and professionally, following Hilton and Marcus brand standards, and communicate information clearly and accurately to clients and internal departments.
• Provide administrative support including typing correspondence, preparing contracts, maintaining files, and managing office systems.
• Distribute contracts, resumes, room requests, amenities, memos, and related documents to appropriate hotel departments on a daily basis.
• Book, detail, and coordinate all in-house meetings.
• Qualify pop-up meetings and events and prepare thorough turnovers to Event Managers as needed.
• Assist with resolving client and operational issues such as pricing discrepancies, menu questions, banquet setups, guarantees, and seating charts, using sound judgment and discretion.
• Remain calm and professional during periods of high activity or emergency situations.
• Copy, print, scan, and distribute documentation for clients, in-house groups, and hotel teams.
• Create client-facing materials including event signage, tasting menus, breakfast vouchers, and related collateral.
• Coordinate and distribute daily operational documents such as BEO batches, resumes, daily change logs, and reports.
• Maintain organized electronic and physical event files and group folders for Event Managers.
• Track post-event and post-conference documentation and completion requirements.
• Assist with logistical coordination including bus parking and shuttle schedules.
• Perform other duties as assigned.

• Proficiency in Microsoft Word and Microsoft Excel.
• Strong attention to detail and accuracy.
• Excellent verbal and written communication skills.
• Ability to manage multiple projects and prioritize tasks effectively.
• Strong problem-solving skills with a customer-focused approach.
• Ability to respond promptly and knowledgeably to inquiries regarding hotel facilities, services, and menus.
• Ability to operate a multi-line telephone system.

• Attend catering, food and beverage, and department head meetings as required.
• Participate as a member of the Special Events Committee.
• Conduct site tours of ballrooms and event spaces and meet with clients as needed.
• Adhere to established grooming standards and maintain professional business attire.

• Ensure guest satisfaction through timely, accurate, and professional follow-up communication.
• Adhere to hotel and corporate policies and procedures.
• Maintain accurate and up-to-date administrative and event files.
• Maintain reliable attendance and punctuality.
• Support achievement of assigned monetary or performance goals as determined by the Director of Events and General Manager.

• High School Diploma or equivalent required.
• Prior administrative or hospitality experience preferred.
• Strong typing and computer skills with speed and accuracy.

• Relay messages and information to in-house clients.
• Assist with purchasing client gifts or special-request amenities as directed.
• Deliver packages, printed materials, and event-related documentation.
• Provide coverage support for other departments or assistants as directed by the Director of Events.