Event Coordinator & Banquet Captain

Event Coordinator & Banquet Captain

Medora, ND

THE THEODORE ROOSEVELT PRESIDENTIAL LIBRARY FOUNDATION

“Believe you can, and you’re halfway there.” – Theodore Roosevelt

Since 2014, the Theodore Roosevelt Presidential Library Foundation (TRPLF) has been planning and building a bold, next-generation presidential library in Medora, North Dakota. Opening in conjunction with America’s 250th anniversary on July 4, 2026, the Theodore Roosevelt Presidential Library (TRPL) will be a people’s library—one that brings Roosevelt’s values of leadership, citizenship, and conservation to life while inspiring visitors to think boldly, care deeply, and live passionately.

About the Role

The Event Coordinator & Banquet Captain is a dual-role position responsible for both the advance planning and on‑site execution of events hosted at the Theodore Roosevelt Presidential Library. This position bridges strategic coordination with hands-on leadership during live events, ensuring seamless delivery from initial planning through final breakdown.

Working closely with the Director of Events and Protocol, this role supports private rentals, donor events, institutional programs, and special occasions, with a particular emphasis on food-and-beverage service excellence, guest experience, and operational precision.

Core Competencies

• Banquet & Service Leadership (Primary): Proven ability to lead on‑site banquet operations, manage service staff, and uphold high food‑and‑beverage standards throughout live events.
• On‑Site Decision Making: Strong judgment and confidence to make real-time decisions that protect guest experience, timing, and service quality.
• Hospitality & Guest Experience: Service-driven mindset with a focus on professionalism, warmth, and attention to detail.
• Team Direction & Communication: Ability to clearly direct staff, volunteers, and vendors before and during service.
• Operational Precision: Attention to cleanliness, presentation, service flow, and space transitions during events.
• Event Coordination Support (Secondary): Capacity to support advance planning, logistics, and communication as needed to ensure successful execution.

Responsibilities

Banquet Captain (On-Site Execution (60%)

• Lead on-site banquet and event operations during assigned events.
• Supervise and direct event service staff, volunteers, and contracted personnel as needed.
• Oversee food and beverage service, including setup, timing, service flow, and breakdown.
• Ensure service standards, cleanliness, and presentation meet TRPL expectations.
• Serve as the primary on-site troubleshooter, responding to guest needs and resolving issues quickly and professionally.
• Coordinate closely with kitchen staff, caterers, and event leadership during live service.
• Train, coach, and onboard banquet staff (and volunteers, as applicable) on service standards, room diagrams, timing, guest engagement, and safety expectations.
• Conduct event wrap‑up, ensuring proper breakdown, inventory accountability, and restoration of event spaces.

Event Coordination (Pre-Event & Planning (40%)

• Assist with the development and execution of event plans, timelines, and layouts.
• Serve as a point of contact for clients regarding logistics, schedules, and service details.
• Coordinate with vendors, caterers, rental partners, AV providers, and internal teams.
• Manage event logistics including room setup, décor, catering, signage, special guests, equipment, and transportation.
• Ensure compliance with insurance, legal, health, and safety requirements.
• Assist with budgeting, expense tracking, and post-event reporting.

Education & Experience

• Bachelor’s degree in hospitality management, Event Management, Communications, or a related field preferred; equivalent experience considered.
• 5 years of experience in event coordination, banquet operations, hospitality, or catering environments.

• Demonstrated experience leading on-site events such as dinners, receptions, weddings, or donor functions.
• Proven ability to manage vendor relationships and oversee food-and-beverage service.
• Familiarity with event management software (e.g., Cvent, Eventbrite) and Microsoft Office / Google Workspace.
• Strong written and verbal communication skills.
• Ability to lift and move objects up to 30 pounds.
• Combination of office-based planning work and hands-on event execution.
• Flexibility to work evenings, weekends, and holidays based on event schedules.
• Occasional travel for off-site events may be required.

Benefits

Full benefits include 403(b), medical, dental, and vision insurance, life insurance, short- and long-term disability, 20 days of paid time off, and 10 paid holidays.

Salary range: $60,000 –$65,000, commensurate with experience.

EEO Statement

The Theodore Roosevelt Presidential Library Foundation (TRPLF) is committed to creating a diverse, equitable, and inclusive environment. TRPLF does not discriminate based on race, sex, color, religion, age, national origin, marital status, disability, veteran status, genetic information, sexual orientation, gender identity, or any other reason prohibited by law as a provision of employment opportunities and benefits.

Reasonable Accommodation

The Theodore Roosevelt Presidential Library is committed to creating a welcoming, inclusive, and accessible environment. If you require a reasonable accommodation to complete your application, participate in an interview, or otherwise navigate our hiring process, please email careers@trlibrary.com Our team will connect with you to explore the best way to support your experience.