What are the responsibilities and job description for the Assistant Event Manager position at Aspire?
Assistant Events Coordinator- Aspire
Key Responsibilities
- Event Coordination & Client Support
- Serve as a support contact for booked clients, helping translate contracts and event details into clear, executable plans.
- Assist with planning meetings, site visits, and final walkthroughs to confirm layouts, timelines, AV needs, catering details, and special requests.
- Assist with banquet event orders (BEOs), floor plans, timelines, and internal briefing documents.
- Communicate venue capabilities, policies, and preferred-vendor options clearly and professionally.
- Provide white-glove service so every client interaction feels personal, thoughtful, and high-end.
- Day-of Event Execution
- Support on-site coordination during events, including vendor arrivals, setup, guest flow, and timeline execution.
- Act as a polished venue representative for clients, vendors, and guests; resolve issues quickly and professionally.
- Partner with banquet, culinary, facilities, and operations teams to ensure service standards are met.
- Assist with setup and reset of event spaces as needed and confirm all details match the approved plan.
- Document event notes, issues, and client feedback for continuous improvement.
- Operational Collaboration
- Support communication consistency between sales and operations without owning the sales process.
Administrative Responsibilities
- Maintain accurate event files, inquiry/handoff notes, and client communication records.
- Assist with contracts, deposits, payment schedules, and invoice follow-up as directed.
- Help gather testimonials, photos, and success stories for marketing.
- Prepare reports or recaps for leadership as requested.
Qualifications
- 5 years minimum of experience in event coordination, hospitality, banquet operations, or luxury guest services.
- Strong organizational skills with the ability to manage multiple events and deadlines at once.
- Excellent written and verbal communication; polished, professional presence.
- Comfortable using calendars, CRM or event software, and Microsoft Office / Google Workspace.
- Ability to work a flexible schedule, including evenings, weekends, and holidays as events require.
- Ability to stand for extended periods and assist with light event setup as needed.
Core Competencies
- Hospitality-first mindset with attention to detail
- Calm, professional problem-solving under pressure
- Strong follow-through and organization
- Team-oriented collaboration
- Poise, discretion, and brand-appropriate communication
- Commitment to Aspire’s elevated service standards
Why Aspire?
- Represent an elevated, upscale venue known for excellence and style
- Hands-on experience across corporate and social events in a distinctive East Tennessee setting
- Supportive team and leadership committed to high standards
- A refined environment where professionalism and hospitality are valued
Benefits
- Regular Compensation: Starting pay $20.00/hr.
- Day-of-Event Banquet Compensation: Compensation for day-of-event work varies based on the event and gratuities received.
- Dental insurance
- Health insurance
- Life insurance
- Vision insurance
Schedule
- Flexible schedule required, including nights, weekends, and holidays as guest and event demand requires
- Presence needed during peak events and key client appointments
This is an opportunity to help deliver exceptional events at a one-of-a-kind destination that redefines recreation and hospitality in East Tennessee. The right candidate will be organized, service-driven, and ready to create lasting impressions for Aspire’s guests and the community it serves.
Pay: $20.00 per hour
Expected hours: 30.0 – 40.0 per week
Work Location: In person
Salary : $20