Events Coordinator

Events Coordinator
theWit Hotel – a Hilton Hotel | Chicago, IL

About theWit Hotel:
Bold, expressive, and unapologetically original, theWit Hotel in downtown Chicago blends modern luxury with an artistic spirit. Our team creates a dynamic environment where innovation, hospitality, and service excellence come together to redefine the guest experience.

Position Summary:
The Events Coordinator plays a key role in delivering a seamless, personalized experience for group and event guests at theWit, from initial booking through departure. This position collaborates closely with Sales, Conference Services, Front Office, and Food & Beverage to ensure all details are executed flawlessly and guest expectations are exceeded.

Responsibilities Include:

• Collaborate with Sales, Conference Services, and Front Office to ensure a seamless and personalized guest experience from booking to check-out, implementing initiatives to enhance guest satisfaction and loyalty.
• Receive group files from the Sales Team and review them for accuracy and thoroughness.
• Provide initial written communication to clients once files are received, and maintain regular contact to build and sustain strong relationships.
• Manage and monitor group room blocks and pickup; prepare and send client rooming lists.
• Assist clients with menu planning, food and beverage coordination, table arrangements, diagrams, and related event details.
• Maintain accurate conference management information in Delphi.
• Prepare detailed group resumes including reservations, billing, Banquet Event Order (BEO) information, off-site events, and VIP amenities.
• Create, update, and adjust Banquet Event Orders; confirm guest counts and changes with clients and communicate updates to supporting departments.
• Create floor plans for events and ensure alignment between Banquets and clients prior to set-up.
• Communicate all event details to supporting departments in a timely and efficient manner.
• Walk all meeting and event spaces to verify proper set-up and that all requirements on the BEOs are in place prior to client arrival.
• Ensure all meeting signage and event boards are accurate and up to date.
• Meet and greet on-site contacts; confirm meeting, break, and meal arrangements for the day.
• Deliver outstanding customer service to clients while they are on property to ensure total guest satisfaction.
• Participate in the Events Satisfaction Program to measure client satisfaction and improve operations.
• Initiate billing procedures, ensuring deposits, prepayments, and final payments are processed in a timely manner; review and provide the final bill to the customer upon completion of the program.
• Assist in building strong working relationships with other hotel departments, employees, outside agencies, and vendors.
• Comply with the hotel’s Standard Code of Conduct and all regulations established by management and the Employee Handbook.
• Maintain complete knowledge of the hotel’s emergency procedures as instructed by hotel management.
• Follow all company safety and security policies and procedures; report accidents, injuries, and unsafe work conditions to a manager; complete all required safety training and certifications.
• Ensure uniform and personal appearance are clean and professional, maintain confidentiality of proprietary information, and protect company assets.
• Lead theWit experience as instructed by hotel leadership.
• Celebrate our culture of individualism, engagement, fun, and evolving theWit experience for every guest, every time.
• Represent the hotel in a positive, professional manner at all times.
• Perform other duties as assigned to meet business and guest service needs.

Qualifications:

• Bachelor’s degree in Hospitality Management, Event Planning, Communications, or related field (preferred)
• 1–3 years of experience in event coordination, hospitality, or a similar role
• Strong organizational skills with the ability to manage multiple events simultaneously
• Excellent interpersonal and communication skills
• Ability to remain calm and solution-oriented in fast-paced environments
• Proficiency in event management software and Microsoft Office Suite
• Flexible schedule, including evenings, weekends, and holidays as needed

Compensation and Benefits:
 

$25.00 per hour

We offer a comprehensive benefits package designed to support the health, well-being, and financial security of our employees. Our offerings include:

• Medical Plans: Choice of three plans to meet your healthcare needs.
• Dental Plans: Two options for dental coverage.
• Vision Insurance: Coverage for routine eye care and eyewear.
• Paid Time Off (PTO): To support work-life balance.
• Accident/Hospital Indemnity/Critical Illness plans (new for 2026).
• 401(k) Retirement Plan: Plan for your future with employer contributions.
• Flexible Spending Account (FSA): Pre-tax savings for healthcare and dependent care expenses.
• Life and AD&D Insurance: Employer-provided coverage with additional voluntary options.
• Short-Term Disability (STD): Employer-provided coverage to support you during temporary disability.
• Voluntary Long-Term Disability (LTD): Additional protection for extended disability.
• Commuter Benefits: Save on transit and parking expenses.
• Pet Insurance: Options to support your furry family members.
• Travel discounts and employee room rates worldwide
• Career growth and training opportunities 
• Access to wellness programs and employee appreciation events

Please note that eligibility for certain benefits may vary depending on your employment status. Detailed information, including plan summaries and enrollment instructions, will be provided during onboarding or upon request. This summary complies with applicable state laws and is subject to change based on legislative updates or company policies.

E-Verify Participation:

theWit Hotel participates in the U.S. Department of Homeland Security E-Verify program to confirm the employment eligibility of all newly hired employees.

Equal Employment Opportunity:

theWit Hotel and ROOF on theWit are proud to be Equal Opportunity Employers. We celebrate diversity and are committed to creating an inclusive environment for all employees. Employment decisions are made without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, protected veteran status, or any other protected characteristic under applicable law.

Salary : $25