Member Event Coordinator

Essential Duties and Responsibilities

• Plan, coordinate, and execute memorable member events, activities, and social programs that align with the Wilderness Ridge experience.
• Create, manage, and distribute all Banquet Event Orders (BEOs) for member events; ensure details are accurate, complete, and submitted on time.
• Attend weekly BEO meetings with the management team to review upcoming events and ensure complete alignment between departments.
• Develop event concepts, timelines, layouts, agendas, and décor that reflect the club’s unique lodge-style atmosphere.
• Coordinate logistics including setup, entertainment, vendors, supplies, and staffing support.
• Create registration forms, manage RSVPs, monitor attendance, and oversee seating/table assignments.
• Communicate event details clearly and professionally with internal teams to ensure flawless execution.
• Serve as a welcoming, polished, and professional presence at member events, embodying the hospitality values of Wilderness Ridge.
• Build strong relationships with members, gaining insight into their interests to support meaningful engagement.
• Assist in developing new traditions, seasonal programs, and family-friendly activities that enhance member satisfaction and retention.
• Support children’s programming and multigenerational offerings that reinforce Wilderness Ridge as a place for families to connect and thrive.
• Partner with the Communications and Marketing team to promote events through newsletters, social media, and other club channels.
• Provide accurate event details, photos, recaps, and highlights for internal and external communications.
• Ensure all promotional materials reflect Wilderness Ridge’s brand standards and tone.
• Coordinate entertainment, instructors, speakers, and special guests for member events.
• Build positive relationships with local partners, vendors, artists, and entertainers to enhance programming.
• Ensure all required contracts, licensing, permits, or documentation (e.g., music or movie licensing) are completed prior to events.
• Assist with event billing, fee collection, and accurate member charges.
• Maintain organized event history files and assist with the development of the annual events calendar.
• Track event expenses and support adherence to budget parameters.
• Consistently demonstrate the Wilderness Ridge Core Values by working Stronger Together, maintaining a Can Do/Will Do attitude, delivering Exceptional Every Time service, and fostering a No Drama work environment.
• Embrace our True Service commitment by taking ownership of your attitude, recognizing that every detail matters to the customer, collaborating as a team, prioritizing customer happiness, and providing genuine, helpful, and friendly service in every interaction.
• Perform other duties as assigned.

Education/Qualifications/Certifications

• 2 years of experience in hospitality, event coordination, or member services; private club experience strongly preferred.
• Bachelor’s degree in Hospitality Management, Marketing, or Business preferred.
• Strong organizational skills with the ability to manage multiple events and deadlines.
• Excellent written, verbal, and interpersonal communication skills.
• Creative thinker with strong attention to detail and a passion for delivering exceptional experiences.
• Ability to work a flexible schedule including mornings, evenings, weekends, and holidays.
• Proficiency in Microsoft Office; experience with event software preferred.

Position Physical Requirements:

• Ability to sit, stand, and move throughout the property for extended periods.
• Ability to lift up to 20 pounds occasionally for event setup, décor, or supplies.
• Must be able to use a computer, telephone, and standard office equipment on a daily basis.
• Must be able to move between multiple buildings, venues, and outdoor spaces across the property as needed.

Working Conditions:

• Frequent interaction with employees across all departments, with work occurring in both indoor and outdoor environments.
• Fast-paced setting with changing priorities, especially during peak seasons, major events, or staffing demands.
• Occasional exposure to kitchen, maintenance, golf, pool, or event spaces.
• Regular use of computer systems and digital communication tools.