Promotional Event Coordinator Jobs in Boca Raton, FL

Casa de Montecristo is seeking a highly organized and detail-oriented Event Coordinator to support the planning, coordination, and execution of events across our lounge locations. This role serves as a central point of contact for lounge managers and internal stakeholders, helping ensure each event is thoughtfully planned, clearly communicated, and well organized from initial concept through post-event follow-up.

The ideal candidate is proactive, professional, and comfortable managing multiple priorities at once. This position requires strong communication skills, excellent follow-through, sound judgment, and the ability to remain calm, adaptable, and solutions-oriented when priorities shift or event-day challenges arise.

Responsibilities

Event Planning & Coordination

• Plan and coordinate events across all lounge locations, including single-store events, multi-location product launches, CDM-exclusive window launches, off-site events, and the company’s two premier large-scale annual events.
• Develop and maintain event timelines, run-of-show documents, planning checklists, staffing needs, vendor details, and supporting materials to keep each event organized and on schedule.
• Coordinate event logistics, including setup and breakdown requirements, supplies, promotional materials, signage inventory, staffing requirements, and other event-day details with lounge teams, vendors, and the event lead.
• Research, book, and coordinate outside vendors when needed, including caterers, rentals, entertainment, AV support, décor partners, and related services.
• Maintain clear communication with lounge managers and internal stakeholders regarding event timelines, responsibilities, deliverables, and outstanding items.
• Support additional event-related tasks and special projects as needed, including time-sensitive requests that may arise before, during, or after events.

Event Platforms, Marketing & Guest Management

• Manage Eventbrite functions, including event creation, registration setup, ticket management, guest lists, RSVPs, attendance tracking, and reporting.
• Upload, update, and maintain event information on the company website, ensuring all details are accurate, timely, and consistent with brand standards.
• Coordinate the development and distribution of event-related promotional materials, signage, guest communications, and other supporting content.
• Maintain event-related content calendars and coordinate with lounge managers and marketing to ensure consistent messaging, branding, and rollout timing across all locations.
• Assist with broader marketing initiatives and department needs as they arise to support overall marketing goals.

Reporting & Cross-Functional Communication

• Serve as the central hub for event information, ensuring lounge managers, marketing, vendors, the event lead, and leadership are aligned on event details, deliverables, timelines, and outcomes.
• Collect, organize, and monitor event budgets, actual spend, timelines, materials, and post-event details in a centralized system.
• Prepare post-event recaps that include attendance, budget performance, highlights, areas for improvement, and recommendations for future events.
• Track event performance and key metrics over time, including attendance trends, guest engagement, event performance, and ROI by event type.

Qualifications

• Minimum of 2 years of experience in event planning, event coordination, marketing coordination, or a related role.
• Highly organized, self-motivated, and able to manage multiple events and projects at different stages while keeping key stakeholders informed.
• Strong attention to detail and ability to follow through on multiple deadlines and deliverables.
• Strong written and verbal communication skills, with the ability to draft clear emails, text messages, signage copy, social media content, and event updates.
• Familiarity with event, marketing, and workflow platforms such as Eventbrite, Listrak, Clutch, Monday.com, Elfsight, PageProof, Typeform, and Microsoft 365.
• Calm under pressure, adaptable, resilient, and comfortable navigating last-minute changes while problem-solving quickly and maintaining a professional, guest-focused approach.
• Availability to support occasional evening or weekend events, as needed.
• Comfortable working in a cigar lounge environment where cigar smoke is present.

Preferred Experience

• Experience working in retail, hospitality, events, marketing, or a multi-location brand environment.
• Experience coordinating inventory, supplies, promotional materials, signage, or basic creative assets for events or retail locations.
• Basic graphic design or content editing experience using Adobe Creative Suite, Canva, or similar tools.