Job Description

Job Title : Event Coordinator & Administrative Assistant - Vintage Nightlife Hospitality Group

Location : Lincoln Park, Chicago (Main Office)
Work Schedule : Full-time, with flexible hours. Must be available to attend events, show the space, and meet in person when required.

Job Overview :
We are seeking a proactive and detail-oriented Event Coordinator & Administrative Assistant to join our dynamic hospitality group. This role is central to both the planning and execution of corporate events, wedding after-parties, private gatherings, and pop-up events, as well as providing administrative and secretarial support to the team. The ideal candidate will be customer-focused, organized, and able to handle multiple projects simultaneously. You will work closely with clients to create memorable experiences, assist with administrative tasks, and help curate in-house events and pop-ups.

Key Responsibilities :

• Client Communication : Respond to client inquiries via email and phone, providing detailed information about event offerings and packages.
• Event Proposals & Quotes : Prepare customized event proposals, send accurate quotes, and follow up with clients on open proposals.
• Event Planning : Collaborate with clients to plan all aspects of their events, including catering, entertainment, decor, and special requests.
• Venue Tours : Schedule and conduct in-person tours of event spaces with potential clients, showcasing the amenities and unique features of each venue.
• Event Coordination : Oversee the execution of events, working closely with vendors, staff, and clients to ensure everything runs smoothly on the day of the event.
• Vendor Management : Coordinate with preferred vendors, such as catering companies, decorators, and AV teams, to ensure timely delivery and high-quality service.
• Client Outreach : Actively seek out new event opportunities by contacting corporate clients, wedding planners, and other relevant partners to grow our client base.
• Follow-up : After each event, collect feedback from clients, and handle any post-event follow-up or issues.
• Team Collaboration : Work closely with the internal sales and marketing team to help promote event spaces and packages.

• General Office Support : File and maintain mail, bills, and other documents, ensuring accurate record-keeping and timely action on administrative tasks.
• Customer Inquiries : Answer general customer inquiries via phone, email, and social media, maintaining a friendly and professional tone.
• Business Hours & Online Presence : Keep business hours up-to-date across social media platforms and business pages (e.g., Google Business, Yelp, Facebook, Instagram).
• Event & Pop-up Curation : Assist with curating internal events and pop-ups by brainstorming ideas, working with the design team to create marketing materials, and coordinating with ownership/management on final event decisions.
• Social Media Support : Help coordinate and manage social media posts to promote upcoming events, pop-ups, and general business updates.

Requirements :

• Proven experience as an event coordinator, event planner, or similar role in the hospitality industry.
• Strong organizational skills with experience in administrative/secretarial work.
• Excellent written and verbal communication skills with the ability to provide exceptional customer service.
• Ability to manage multiple tasks and projects with attention to detail in a fast-paced environment.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and experience with event management software or CRM tools.
• Familiarity with social media management tools and platforms.
• Availability to work evenings and weekends when events require your presence.
• Outgoing personality with a passion for creating memorable experiences for clients.

Preferred Qualifications :

• Experience with corporate events, wedding planning, or other large-scale events.
• Knowledge of Chicago’s event venues, vendors, and trends.
• Bachelor’s degree in Hospitality, Marketing, Communications, or a related field.
• Experience with content creation or collaboration with designers to curate event themes and materials.

Perks :

• Flexible work schedule as long as in-person duties, such as space tours and event attendance, are fulfilled.
• Opportunity to work with a creative and energetic team.
• Involvement in diverse and exciting events in Chicago's hospitality scene.

Salary : Competitive, based on experience, with opportunities for performance-based bonuses.

Job Tags

Similar Jobs