Event Logistics Manager Jobs in Reston, VA (NOW HIRING)

POSITION PURPOSE

Westwood Country Club’s skilled and collaborative team of club and hospitality professionals strives to provide Members and their guests with exceptional, world-class experiences every time they visit. The Events Manager collaborates closely with the Director of Catering & Events in promoting the Club’s facilities for private banquets, business and social meetings, and plays an instrumental role in the planning and execution of premier club events and other member-related social activities. This role will also contribute to high-quality, elevated Member and guest experiences, develop contracts for and oversee administrative and operational aspects of preparing and serving events while working with department teammates and with other departments to ensure that members and guests feel cared for and their expectations are exceeded.

ACCOUNTABILITIES

• Assist with marketing and creating awareness for the Club’s calendar of social events and event facilities offerings to all members. Act as Club liaison with clients planning fundraisers, banquets, luncheons, golf tournaments, milestone celebrations, meetings, weddings, dances, and other social and professional events; share and obtain pertinent information needed for successful event planning

• Lead planning and execution of club events and holiday functions as assigned, including internal coordination, logistics, vendor management, on-site supervision, and post-event

• Suggest menus, layouts, looks, services, creative solutions, and other event arrangements; coordinate viable plans for parking, entertainment, decor, specialty equipment, audio-visual, floral, and any other requirements integral to a high-quality event outcome

• Work with the Director of Catering & Events, the Banquet Manager, and chefs to determine associated selling prices, menus, and other details, ensuring that club events, pre-planned and custom banquet menus, and services offerings are current and reflect member interests

• Guide tours, communicate policies, and offer suggestions in efforts to book the Club’s facilities for the occasion being planned

• Research and evaluate potential event-related vendors and service providers; assist negotiation, contracting, coordination, and payment as needed; lead printing of menus, procuring decorations, entertainment, and other special requests, etc.

• Provide on-site event support when assigned, serving as a point of contact for clients, vendors, and guests; introduce the assigned Banquet Manager to the party host; inspect finished arrangements and respectfully coordinate changes with banquets team; support the greeting and serving of guests when appropriate

• Maintain detailed records of event logistics, including guest lists, attendee responses, diagrams, and vendor agreements; maintain accurate files and records for clients and club events

• Respond to member and prospective client inquiries in a timely manner and in accordance with goals and standards of the Club and department; develop contracts and proposals that align with the club’s standards and accurately respond to clients’ questions, concerns, and requests

• Create and distribute clear and timely BEOs, layouts, and other event documents and updates with leadership, F&B, Membership, athletics, grounds, and maintenance departments; diagram room layout, banquet item placement, and related function details

• Help develop budgets, draft and review financial reports; as appropriate, collaborate on and take corrective actions to help ensure that budget goals are met

• Field member and event host requests and complaints, escalating to leadership as appropriate

• Manage the billing and processing of deposits, invoices, and event fees; ensure the department’s accounts payable are completed in accordance with vendors’ and the Finance department’s requirements

• Provide event-related administrative support, including scheduling, correspondence, and internal communication

• Coordinate with Racquets, Golf, Swim, Fitness, Membership, and Kid’s Club departments to plan food and beverage aspects of special events organized by the departments’ staff members

• Utilize Social Tables, CaterEase catering, ClubEssential, Canva, and other software as necessary to accomplish assigned duties

• Assist the Director of Catering and Events with all necessary activities to ensure seamless operations and exceptional service delivery; contribute to the continuous improvement of event operations, identifying opportunities for efficiency, fiscal alignment, and enhanced guest experiences

• Other duties as assigned and necessary for successful event outcomes and club experiences

MINIMUM REQUIREMENTS

•3+ years of experience in the hospitality field focused on high-touch event management, fine dining front of the house, and/or full-service catering sales and operations. 1+ year in a team leadership role a plus.

•Associate Degree or Bachelor’s Degree preferred. Certificate or degree in hospitality, culinary, media, communications, or humanities a plus.

•Or any similar combination of education and experience

•Excellent interpersonal/relationship-building skills. Prior experience in a member-based or non-profit development environment a plus.

•Demonstrated polished, professional appearance and presentation.

•Demonstrated organization and coordination skills and ability to meet deadlines

•Demonstrated contract coordination and accounting/billing skills.

•Comfort with creative problem-solving and changing priorities associated with planning and executing events.

•Ability to maintain quality and safety standards.

•Demonstrated strong oral and written communication skills to a wide variety of constituents

•Demonstrated computer literacy. Experience with reservation and POS systems, Canva, Excel, CRM-style database software a plus.

•Proven record of providing excellent internal and external customer service

•An interest in and aptitude for continued professional growth in the hospitality and events fields.

Physical Demands and Work Environment

• Must be able to sit, stand, walk, squat, kneel, reach, bend, stoop, twist, climb, walk on rough ground up to 80% of a given day.

• Must be able to regularly lift up to 20 pounds.

• Must be able to handle hot and cold interior and exterior conditions.

• Must be able to remain stationary at desk, read, and operate computer independently up to 75% of the day.

• Independent mobility.