Wedding Event Planner Assistant Jobs in Boca Raton, FL

The Hillsboro Club, an exclusive oceanfront private residence club in South Florida, is seeking an experienced Activities & Events Coordinator. This role provides administrative and operational support for the Club's weddings, private events, member activities, and member seasonal programming; including youth activities and Nana's Cottage coverage. The ideal candidate is proactive, visible & engaging, highly organized, and thrives in a dynamic, member-focused environment and has a passion for contributing to the success of our luxury property.

The Club operates 24 hours a day and 7 days a week, so operational demands require variations in shift days, starting and ending times, and hours worked in a week.

The Activities & Events Coordinator position is a Full-Time role offering a competitive hourly rate of $21.00. The successful candidate will have the opportunity to work in a beautiful oceanfront setting while contributing to a dynamic and highly professional team.

 General Requirements

• Provide administrative support throughout the planning and execution of weddings, private events, and member functions.
• Serve as a primary day-to-day contact for clients, members, vendors, and wedding planners under the guidance of the Director of Sales & Events.
• Coordinate communication through email, telephone, and in-person meetings. Prepare, update, and distribute Banquet Event Orders (BEOs), event timelines, diagrams, and planning documents.
• Assist with event scheduling, room setup coordination, and logistical planning.
• Communicate vendor arrival schedules, guest lists, deliveries, and event logistics with internal departments. Conduct event walkthroughs and assist with pre-event inspections.
• Attend weddings and private events to assist with setup, execution, and breakdown while providing exceptional guest service.
• Monitor event details to ensure execution aligns with approved event plans.
• Assist in resolving operational issues professionally and promptly.
• Support weekly Banquet Event Order (BEO) meetings by preparing documents, updating changes, and communicating revisions to department leaders.
• Assist in coordinating year-round member activities, holiday events, seasonal programming, and family events.
• Coordinate reservations, attendance lists, confirmations, registrations, and participant communications.
• Assist with organizing children's activities, family programming, crafts, games, and seasonal events.
• Coordinate vendors and supervise activations; including entertainers, rental companies, inflatables, performers, musicians, and specialty services.
• Assist with croquet tournaments, bridge events, social programming, special event weeks, and other Club activities.
• Support Nana's Cottage and youth programming as assigned.
• Supervise and interact with youth, ages 4-16, while always ensuring safety and well-being.
• Support seasonal youth camps (summer, spring, holidays) including registration, scheduling, group logistics, and staffing.
• Coordinate event décor, signage, audiovisual equipment, supplies, and event materials.
• Lead or supervise activities as needed, ensuring a safe and enjoyable experience for all participants. Attend Club events to assist with operations and provide outstanding member service.
• Maintain inventory of activity supplies and ensure that all equipment is in good working order.
• Process event billing, activity charges, and registrations utilizing NorthStar/ Nexus and other Club systems.
• Maintain department calendars, event files, vendor records, contracts, and planning documentation.
• Assist with preparing correspondence, confirmations, event packets, signage, schedules, and promotional materials.
• Coordinate updates to the Club's weekly activities calendar.
• Communicate event information with Food & Beverage, Culinary, Membership, Front Desk, Tennis, Croquet, Fitness, and other Club departments.
• Assist with purchasing requests, inventory tracking, office organization, and event supply management.
• Support departmental projects and administrative assignments as directed.
• Perform additional duties as assigned to support the Sales & Activities Department and overall Club operations.

Education and Experience:

• High school diploma or equivalent required; associate or bachelor's degree in hospitality management, business, or related field preferred.
• Previous experience in event planning, hospitality, or a related field is preferred.
• Strong organizational skills with the ability to manage multiple tasks and projects simultaneously.

Physical Demands and Work Environment

• Ability to stand and walk for extended periods during events.
• Ability to lift and carry up to 30 pounds.
• Ability to assist with event setup and breakdown, including moving lightweight tables, chairs, décor, and supplies.
• Ability to work indoors and outdoors in varying weather conditions.
• Ability to climb stairs and move throughout multiple areas of the Club.

Our Benefits

• Competitive Salary
• Medical, Dental, and Vision Insurance
• Company-Paid Life Insurance
• Supplemental Insurance for Short Term Disability, AD&D, and More
• 401k Retirement Plan Plus Company Match
• Paid Vacation
• Paid Holidays
• Employee Meals Provided
• Jury Duty Leave
• Bereavement Pay 
• Direct Deposit

Who we are:

Hillsboro Club Video

Founded in 1925, The Hillsboro Club is a private residence club for members and their guests in South Florida. Encompassed by the Atlantic Ocean and the inland waterway of Lighthouse Point, the Club is set on 15 acres of beautiful tropical landscaping with more than 1,000 feet of private sandy beach. The Club offers 144 Florida-style rooms and suites with balconies and varying views from the oceanfront to the garden and inland waterway.

The Hillsboro Club is an equal opportunity employer that values diversity and maintains a drug-free workplace. We do not discriminate based on race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.