Activities and Events Manager

Job Title: Activities & Events Manager
Location: The Hermitage Club at Haystack Mountain, Wilmington, Vermont
Department: Operations
Reports To: Assistant General Manager of Club Experience

FLSA Status: Non-Exempt – Full Time Year Round

Join Our Team at The Hermitage Club

The Hermitage Club at Haystack Mountain is seeking an energetic, organized, service-driven Activities & Events Manager to help create exceptional experiences for our members and guests. This is an exciting opportunity for someone who enjoys bringing events to life, collaborating across departments, and delivering memorable moments in a premier private club setting.

In this role, you will be a key part of the Operations team, helping coordinate a vibrant calendar of club events, activities, and member programming. You will work closely with departments including Food & Beverage, Member Services, Communications, Facilities, and other operational teams to ensure events are well planned, well communicated, and seamlessly executed.

This position is ideal for someone who thrives in a fast-paced hospitality environment, loves details, and takes pride in creating polished, welcoming experiences.

Position Summary

The Activities & Events Manager supports the planning, organization, promotion, and execution of club events and member activities throughout the year. This role serves as a central point of coordination between Operations and other departments to ensure events run smoothly and reflect the high standards of The Hermitage Club.

The Activities and Events Manager will actively support Member Services and Member Sales during operating season.

The ideal candidate is highly organized, proactive, and personable, with strong communication skills and a passion for hospitality, event coordination, and team collaboration.

Key Responsibilities

Event Planning & Coordination

• Coordinate club events, social programming, and member activities from initial planning through post-event follow-up.
• Partner with Operations leadership and department teams to ensure smooth execution of events and activities.
• Work closely with Food & Beverage, Member Services, and other operational departments to align staffing, logistics, timelines, and guest experience details.
• Assist with event setup, on-site coordination, and breakdown to ensure a seamless and polished presentation.
• Prepare and maintain event documentation, including banquet event orders, schedules, and planning notes.
• Help track event details, vendor needs, reservations, and internal communications to keep all stakeholders informed.

Operations Coordination

• Act as a liaison between Operations and supporting departments to ensure event and activity logistics are communicated clearly and executed effectively.
• Help maintain the club’s master calendar in coordination with internal teams so events and activities are accurate and up to date.
• Support seasonal and day-to-day operational planning as it relates to member programming and special events.
• Coordinate with internal departments on venue readiness, event timing, signage, and service flow.

Member Experience & Communication

• Support a high level of member and guest satisfaction by ensuring events and activities are welcoming, organized, and responsive to member expectations.
• Collaborate with the Communications team to promote events and activities through newsletters, digital channels, flyers, and other member-facing materials.
• Assist with event-related inquiries, registrations, and follow-up communication.
• Help foster strong member engagement by contributing ideas for activities, themed events, and social programming.

Administrative Support

• Maintain organized event records, calendars, planning documents, and participation information.
• Provide general administrative support related to operations events and activities.
• Assist with light reporting, invoice coordination, and event-related expense tracking as needed.
• Support additional operations and member programming tasks as assigned.

What You Bring

Qualifications

• Bachelor’s degree in Hospitality Management, Event Management, Business Administration, or a related field preferred.
• Minimum of 2–3 years of experience in event coordination, hospitality, club operations, or a related administrative role preferred.
• Experience in private clubs, resorts, hospitality, or member-focused environments is a plus.

Skills & Abilities

• Strong organizational skills with the ability to manage multiple events, deadlines, and priorities at once.
• Excellent verbal and written communication skills.
• Friendly, professional, and service-oriented approach with strong interpersonal skills.
• Ability to collaborate effectively with multiple departments and personalities.
• Detail-oriented with a commitment to quality and follow-through.
• Proficiency in Microsoft Office Suite; experience with event, reservation, or club management systems is a plus.
• Ability to remain flexible and calm in a fast-paced environment.
• Skiing or snowboarding experience is required.

Physical Requirements

• Ability to stand and walk for extended periods during events and club activities.
• Ability to lift and carry items up to 25 pounds.
• Ability to work evenings, weekends, and holidays as needed based on the event calendar and club operations.

Work Environment

This is an on-site role in a dynamic private club setting. The Activities & Events Manager will work across indoor and outdoor event spaces and may occasionally be exposed to varying weather conditions depending on event location and seasonal programming.

Why Join The Hermitage Club?

• Be part of a premier private club known for exceptional hospitality and member experiences.
• Help shape a vibrant calendar of events and activities in a beautiful mountain setting.
• Work with a collaborative team across multiple departments.
• Play a visible role in creating memorable experiences for members and guests year-round.

If you are passionate about hospitality, event coordination, and creating outstanding experiences, we encourage you to apply.

Salary : $28 - $30