Assistant To Event Planner Jobs in Santa Rosa, CA

Ready to join a dynamic company in the hospitality and service industry where people help drive the success of the business? Since its inception in 1957, Invited has operated with the central purpose of building relationships and enriching the lives of our members, guests and more than 17,000 employees. We are the largest owner and operator of private clubs nationwide, with 130+ country clubs, city clubs, and athletic clubs. Our Clubs offer first-class amenities, including championship golf courses, modern workspaces, handcrafted cuisine, resort-style pools, state-of-the-art racquet facilities, fitness centers, and much more. Come be a part of this incredible and inclusive team at Invited! 

 Job Summary 

The Event Sales Coordinator assists with the planning and coordination of event sales at the club to enhance the member and/or guest experience. The Event Sales Coordinator works closely with the Event Sales Manager to ensure all event details are meticulously managed, from initial inquiry to final execution. This position is responsible for providing administrative support, maintaining client records, and ensuring smooth communication between the sales team, clients, and internal departments. The Coordinator plays a crucial role in supporting the achievement of the annual event sales plan by assisting with prospecting efforts and client interactions. 

Reporting Structure

• Reports to the Event Sales Director 

Day to Day

• Assist the Event Sales Manager with the coordination and execution of event sales, including managing event details, logistics, and client communication. 

• Serve as the primary point of contact for clients during the event planning process, ensuring all client needs and preferences are documented and communicated effectively. 

• Support the creation and distribution of event proposals, contracts, event orders, floor plans and diagrams ensuring accuracy and attention to detail. 

• Maintain and update the client database with accurate information, assisting in the development of a prospect inventory. 

• Ensure that all event-related documents, including contracts and payment records, are properly filed and organized. 

• Assist with basic financial tracking, such as recording deposits and payments in coordination with the accounting team. 

• Manage event supplies and inventory, coordinating with vendors as needed. 

• Coordinate with the kitchen and service teams to ensure event details are communicated and executed as planned. 

• Participate in regular sales and event meetings, providing updates on event status and client interactions. 

• Provide general administrative support to the Event Sales Manager and Director as needed. 

Additional Duties 

• Due to the dynamic nature of the club, employees are expected to assist others as needed and take on additional tasks as assigned by management. 

• Follow all company, club, and department policies, procedures, and instructions. 

• Maintain a high level of professionalism and a commitment to excellence in interactions with members, colleagues, and staff. 

• Follow safe working practices, ensuring compliance with safety guidelines and encouraging others to do the same. 

• Take the initiative in personal and professional growth and maintain any required certifications relevant to your role.

• Address and resolve challenges using available resources, working with regional and corporate teams to support club operations.

• Attend daily briefings and actively engage in required activities to stay informed and contribute to the team's success.

About You

Required 

• High school diploma or equivalent.

• A minimum of 1 year of experience in a customer-facing or sales support role in the hospitality or events industry.

Preferred 

• College coursework in hospitality, marketing, or a related field.

• Basic understanding of marketing and prospecting strategies.

• Basic understanding of Microsoft Office and event management software.

• Strong organizational skills and attention to detail.

• Effective verbal and written communication skills.

• Ability to work collaboratively within a team environment.

Physical Requirements 

• Must be able to stand, walk, and perform physical activities for extended periods.

• Ability to work in varying temperatures and environments, with potential exposure to dust, fumes, or gases.

• Capable of climbing ladders, squatting, kneeling, reaching, grasping, twisting, bending, and folding/unfolding as required.

• Able to lift, carry, push, and pull up to 25 lbs. occasionally.

• Effective communication skills, including talking and hearing, with sufficient visual acuity.

Primary Tools/Equipment 

• Computer

• Keyboard

• Telephone (3 lbs.)

• Copier (150 lbs.)

• General office supplies

Work Schedule 

• Attendance requirements for this position as outlined on the weekly schedule.

• Additional hours are required to meet deadlines of the position, including weekends and/or holidays.

What We Offer

We believe in taking care of our team, and our Total Rewards package reflects that commitment. Your actual base pay will be determined by your skills, experience, education, location, and-if you're in a non-exempt role-hours worked. While not all roles at Invited are full-time, those full-time team members have access to a comprehensive benefits package that includes:

• Medical, dental, and vision coverage
• Life insurance
• Short-term and long-term disability insurance
• 401(k) retirement savings plan
• Generous paid time off and leave programs (time off as required by applicable law is also provided for part time team members)

Want to learn more? Visit www.invitedbenefits.com for full details.

Have more questions? Check out our Invited Jobs website for more details about ClubLife, the Employee Experience, Company Benefits, and Our Culture. Be a part of our Social Networks: LinkedIn Instagram Twitter Facebook 

Invited is an Equal Employment Opportunity Employer  

The job posting outlines the general requirements for this position and is not a comprehensive list of duties, responsibilities, or requirements. Additional duties not mentioned here may be assigned as needed to ensure the smooth operation of the Club.