Event Coordinator (On-Site)

About Company:

Tanzerra Resorts is a leading international luxury resort company, renowned for providing unparalleled guest experiences in unique and iconic destinations. Each Tanzerra Resort is as unique as its location, offering an exceptional blend of luxury, comfort, signature experiences, world-class culinary arts, and private events that cater to discerning travelers and event planners from around the globe. We are committed to delivering outstanding, personalized service and creating memorable stays for our guests and focus on caring for our team members just as much as we care for our guests. 

The Tides Inn is a beloved waterfront, luxury resort nestled on Carter’s Creek in Irvington, Virginia. The resort has been a cherished resort for generations and has recently undergone a number of renovations and enhancements that are helping the resort in repositioning the brand and overall experience. The resort features 70 luxurious accommodations, tennis and pickleball courts, full-service spa, an 18-hole golf course, a functioning farm, Maker’s Space (artistic activities), its own large marina, and two cherished restaurants including Salt & Meadow Restaurant. 

As the resort has evolved, the resort is becoming more widely recognized for its elite programming, culinary experiences, and its commitment to environmental stewardship in addition to world-class service. 

About the Role:

The Event Coordinator plays a pivotal role in the successful planning, organization, and execution of a wide range of events, ensuring that each occasion meets the objectives and expectations of clients and stakeholders. This position requires managing all logistical aspects, from venue selection and vendor coordination to budgeting and timeline management, to deliver seamless and memorable experiences. The Event Coordinator will collaborate closely with clients, suppliers, and internal teams to tailor events that align with brand identity and strategic goals. Attention to detail, proactive problem-solving, and effective communication are essential to anticipate challenges and adapt plans accordingly. Ultimately, the role is responsible for driving event success that enhances client satisfaction and promotes positive organizational reputation across the United States market.

Minimum Qualifications:

• At least 2 years of professional experience in event planning or coordination.
• Proven ability to manage multiple projects simultaneously under tight deadlines.
• Strong organizational and time management skills.
• Excellent verbal and written communication skills.

Preferred Qualifications:

• Bachelor’s degree in Event Management, Hospitality, Marketing, Communications, or a related field.
• Certification in event planning such as Certified Meeting Professional (CMP) or equivalent.
• Experience with event management software and registration platforms.
• Background in marketing or public relations to support event promotion.
• Familiarity with virtual and hybrid event technologies.
• Demonstrated ability to work with diverse teams and multicultural audiences.

Responsibilities:

• Plan and coordinate all event details including venue selection, catering, entertainment, transportation, and accommodations.
• Develop and manage event budgets, ensuring cost-effectiveness and adherence to financial constraints.
• Liaise with clients to understand their vision and requirements, providing expert advice and regular updates throughout the planning process.
• Negotiate contracts and maintain relationships with vendors, suppliers, and service providers to secure quality resources and services.
• Create detailed event timelines and coordinate with internal teams to ensure smooth execution on the day of the event.
• Manage event registration processes, attendee communications, and on-site logistics to ensure a positive experience for all participants.
• Conduct post-event evaluations to gather feedback, analyze outcomes, and identify areas for improvement.
• Stay current with industry trends and best practices to continuously enhance event quality and innovation.

Skills:

The Event Coordinator utilizes strong organizational skills daily to manage complex schedules and coordinate multiple vendors and stakeholders efficiently. Communication skills are essential for negotiating contracts, liaising with clients, and leading teams to ensure clarity and alignment on event goals. Problem-solving abilities are frequently applied to address unexpected challenges and adapt plans swiftly to maintain event quality. Proficiency with event management software enhances the ability to track budgets, registrations, and timelines accurately. Additionally, creativity and attention to detail are employed to design engaging event experiences that meet client expectations and foster positive attendee engagement.