Assistant Director Of Events Jobs in Minnesota (NOW HIRING)

Description

Woodhill Country Club Mission Statement 

Woodhill Country Club is a family-oriented, year-round, private country club that serves as the primary social and recreational center for members by providing high-quality activities, facilities and services.

Woodhill Country Club has been a home away from home for member families since 1915. We're looking for the next great addition to our team, one that's building momentum toward elevating the Woodhill experience, driven by pride in the work and a passion for excellence. You'll work across a club built for every season, golf, tennis, pool, ice rinks, and more, working alongside an exceptional food and beverage team of leaders and operators, with real support behind you: strong benefits and room to grow into bigger challenges.

Job Summary and Objectives

Job Title: Assistant Director of Catering & Events

Reports To: Director of Catering & Events

This position supports the Director of Catering & Events in creating an exceptional member and guest experience for all events at the Club. This hands-on role assists with the planning, coordination, and execution of events while providing friendly, responsive service to members and guests.

This role is designed to provide strong administrative and operational support to the Catering & Events department. The Assistant Director will work closely with the Director of Catering, Executive Chef, Food & Beverage management team, banquet team, and other Club departments to help ensure events are organized, well-communicated, and successfully executed. Approximately 70% of the role consists of operational and day-of-event support, with 30% focused on administrative and planning support.

Key Responsibilities

Support the Director of Catering with event details, timelines, vendor communication, and other planning needs.

Assist with maintaining the catering and events calendar and ensuring event information is accurate and up to date.

Assist members with the event planning process and provide timely, professional communication and follow-up.

Help ensure event details are communicated accurately to the culinary, food & beverage, banquet, and other Club teams.

Responsible for event billing, including reviewing event details and charges for accuracy and communicating discrepancies to the Director and Office Manager.

Provide on-site support during events, assisting with setup, guest needs, service, event execution, and closing.

Work alongside the Director and banquet team to help ensure events run smoothly and meet Club standards.

Help maintain organized event files, records, and other departmental documentation.

Participate in department meetings and contribute ideas to improve member service, event execution, and departmental processes.

Sales & revenue support:

Assist the Director of Catering & Events in responding to event inquiries and following up with prospective members and clients.

Support the sales process by gathering event details, preparing proposals and estimates, and helping communicate available Club offerings.

Build positive relationships with members and guests and identify opportunities to promote additional Club services, food and beverage offerings, and event enhancements.

Provide recommendations to upsell appropriate food, beverage, rental, and event enhancement options based on member and guest needs.

Help identify opportunities to increase event revenue and enhance the member experience, bringing recommendations and ideas to the Director.

Labor & budget support:

Assist with monitoring labor needs for events and communicate staffing requirements to the Director and management team.

Help ensure staffing levels are appropriate for the size and scope of each event while maintaining a strong focus on service and efficiency.

Assist with reviewing labor hours and identifying opportunities to operate efficiently and remain within established labor budgets.

Communicate changes in event details that may impact staffing needs, labor hours, or event costs.

Work collaboratively with the banquet team to maximize productivity while maintaining Club service standards.

Supervisory responsibilities:  

Supervise and direct banquet/event staff throughout the entire event process from set-up to tear down.

Collaborate with Banquet leads, Executive Chef, and Catering Director to ensure seamless event service.

Create a continuous learning environment with banquet team on standards, timeliness, and productivity.

Participate in hiring, assist with training, provide feedback, and support performance evaluations in partnership with the Director.

Core Competencies:

Member Service Focus: Maintains a service-first mindset; develops strong relationships with members and anticipates their needs.

Exceptional Communication: Articulates information clearly; adapts communication style to various audiences; listens actively and responds appropriately.

Planning & Organizing: Efficiently organizes work and resources; meets deadlines and manages multiple priorities.

Quality Orientation: Displays meticulous attention to detail; proactively addresses issues and strives for continuous improvement.

Leadership: Creates a collaborative environment; leads by example and provides mentorship and direction to staff.

Requirements

Qualifications:

Minimum of 2 years of experience in catering, including supervisory food and beverage experience.

Must have a service-minded approach, exceptional leadership qualities, strong attention to detail, and the ability to work with a wide variety of personalities on a daily basis.

Excellent organizational skills and a high level of attention to detail.

Strong relationship building and people management skills.

Demonstrated ability to establish and maintain partnerships with vendors, planners, and members.

Schedule & availability:

This position requires a flexible schedule based on the Club's event calendar, including evenings, weekends, and holidays as needed. The Clubhouse is closed Mondays, (except for select Mondays, up to four) from May through October, Mondays and Tuesdays from November through February, and is closed throughout March.

General information:

Classification: 

Exempt 

Position Type: Full Time

Expected Hours of Work: Full-time, with a schedule primarily based on the Club's event calendar and operational needs. The position requires flexibility to work evenings, weekends, and occasional holidays, with hours varying based on scheduled events and seasonal business demands.

Physical demands:

Ability to stand and walk for extended periods of time.

Ability to bend, kneel, stoop, crouch, and twist.

Ability to lift up to 25 lbs.

Work environment:

Indoor event planning environment with regular on-site event execution throughout campus both indoors and outdoors, and occasional off-site events.

Moderate to high noise levels during events.

Frequent direct member interaction and coordination across departments.

Compensation & benefits:

Base salary $65,000 to $75,000 and annual performance bonus.

Health, dental, and life/disability insurance in accordance with club policy.

Paid Time Off.

401k matching program, after one year.

Complimentary employee meals.

Use of Woodhill's exceptional facilities (golf course, pool, tennis courts, skating rink, ski trails, sledding hill) on most Mondays.

Woodhill Country Club is an equal opportunity employer committed to fostering a diverse and inclusive workplace. We encourage applications from candidates of all backgrounds and experiences.