Event Planning Coordinator

Description

Southall is a premier destination bringing nature, produce and people together in a powerful and unique way.

The Event Planning Coordinator provides administrative and planning support to the Events department, helping ensure event information is accurate, organized, consistently documented, and clearly communicated across operational teams. This role supports the Director of Events and Event Planners throughout the planning process, with a focus on event orders and BEOs, departmental communication, documentation, and overall event readiness.

The Event Planning Coordinator works collaboratively across departments to translate event plans into clear, actionable information for Banquets, Culinary, Setup, Front Office, Activities, and other operational teams involved in event execution. The ideal candidate is exceptionally organized, detail-oriented, proactive, and comfortable managing multiple priorities in a fast-paced hospitality environment.

Responsibilities

- Provide administrative and planning support to the Director of Events and Event Planners throughout the event-planning process
- Gather, organize, and document event details to support successful event execution
- Track outstanding information, decisions, deadlines, and follow-up items for upcoming events
- Identify missing information, scheduling conflicts, inconsistencies, and operational questions and communicate them to the appropriate team member for resolution
- Maintain organized event files, timelines, planning documents, correspondence, and supporting materials
- Assist with client communication and follow-up as directed by the Event Planning team
- Coordinate information between Events and operational departments to ensure event details are clearly communicated and understood
- Provide planning and administrative support for groups, meetings, weddings, social events, and other programs as assigned.
- Create and update event orders and BEOs based on information provided by Event Planners and approved event details
- Prepare and maintain documentation for banquet functions, meal periods, meeting room setups, receptions, breaks, special event setups, equipment, furniture, audio/visual requirements, dietary needs, transportation, guest movement, event timing, and other operational requirements
- Ensure event orders are accurate, consistently formatted, and distributed according to established departmental timelines.
- Make administrative updates to event orders and BEOs as approved event details change
- Maintain consistent terminology, formatting, and operational language across event documentation
- Assist with final event-order reviews to verify guest counts, times, locations, setups, menus, dietary requirements, AV needs, and other key operational details are aligned
- Identify incomplete or conflicting information prior to the distribution of BEOs and revised event documentation.
- Maintain clear documentation of approved revisions and communicate changes according to established departmental procedures
- Incorporate weather contingencies and alternate locations into event documentation when applicable
- Provide administrative and virtual-assistant support to the Director of Events
- Organize and prioritize emails, requests, and follow-up items, escalating time-sensitive matters as appropriate
- Draft routine communications and follow-up correspondence for Director approval when appropriate
- Maintain task lists, deadlines, meeting follow-ups, and departmental priorities
- Assist with scheduling meetings and coordinating follow-up items
- Organize event documentation, templates, departmental resources, and standard operating procedures
- Provide administrative support for departmental meetings, including agendas, notes, and follow-up documentation as requested
- Maintain standardized Events department templates, checklists, timelines, processes, and communication standards
- Monitor administrative deadlines associated with upcoming events and follow up on outstanding information
- Assist the Director of Events with tracking departmental workflow and upcoming event volume
- Provide administrative and planning support to Event Planners during periods of high event volume
- Prepare event resumes, operational documents, diagrams, timelines, and other event-planning materials as assigned
- Support consistent and current event information across Events, Banquets, Culinary, Setup, Front Office, Activities, and other operational departments
- Assist with pre-event quality-control reviews and identify potential communication or documentation gaps
- Identify opportunities to improve administrative processes, communication, and departmental workflow
- Support onsite event preparation and execution when requested
- Perform other duties, responsibilities, and special projects as assigned by the Director of Events or designated supervisor

Requirements

- Previous experience in events, hospitality, catering, administrative coordination, or a related field preferred
- Strong organizational skills and exceptional attention to detail
- Ability to manage multiple events, deadlines, and competing priorities simultaneously
- Strong written and verbal communication skills
- Ability to work collaboratively across departments and proactively follow up to obtain necessary information
- Experience with event management, hotel, catering, CRM, or booking systems preferred
- Strong proficiency with email, calendars, shared documents, spreadsheets, and virtual collaboration tools
- Ability to maintain discretion when assisting with Director-level communications and departmental information
- Ability to work independently while collaborating effectively with Event Planners, the Director of Events, and multiple operating departments
- Availability to work a schedule aligned with the Events department's administrative needs, including flexibility during periods of significant event volume
- Approximately 30 hours per week

Our Benefits

- Competitive compensation package
- Medical, dental, vision, short and long-term disability, company-provided life insurance
- Generous paid time off accruals
- 9 paid holidays annually
- Weekly pay
- 401k and company match
- Education reimbursement
- Best-in-class Employee Assistance Program
- Free weekly outdoor activities and wellness classes
- 30% internal discounts
- Fresh and free daily meal
- Bountiful internal growth opportunities

Our Team

Assembled intentionally with dynamic expertise, the Southall team is offered the unique opportunity to learn humbly with, and from, each other. We invest in a growth mindset and take it upon ourselves to strengthen our knowledge and grit daily. We honor the cycles of nature, get our hands dirty and taste the earth’s bounty in an effort to connect with the land.

We plan with purpose, seeing past the present day and seeking to consider the planet with each step. We embrace a blend of ancient techniques and modern technologies in our practice of sustainability. We celebrate ingenuity and resourcefulness and approach our roles through the eyes of an entrepreneur, looking beyond our respective corners to the big picture.

Acting with intention, we approach each day with gratitude for the opportunity to serve our guests and each other. A humble holder of our Michelin Key, our team strives to provide a level of luxury that feels effortless and sincere, infusing wellness at every turn. The Southall team cares for our visitors with the same caliber of kindness and respect as we care for the humans that work alongside us.

Southall Farm and Inn is committed to a diverse and inclusive workplace. Southall provides equal employment opportunities to applicants and employees and does not discriminate on the basis of age, race, color, ancestry, religion, sex, sexual orientation, gender identity or expression, transgender, national origin, status as a protected veteran, disability or any other classification protected by law. All aspects of employment including the decision to hire, promote, discipline, or discharge, will be based on merit, competence, performance, and business needs.