Senior Weddings and Special Events Coordinator

External Applicants:

Please ensure all required documents are ready to upload before beginning your application, including your resume, cover letter, and any additional materials specified in the job description.

Cover Letter and Supporting Documents:

• Navigate to the "My Experience" application page.

• Locate the "Resume/CV" document upload section at the bottom of the page.

• Use the "Select Files" button to upload your cover letter, resume, and any other required supporting documents. You can select multiple files.

Important Note: The "My Experience" page is the only opportunity to attach your cover letter, resume, and supporting documents. You will not be able to modify your application or add attachments after submission.

Current Employees:

Apply from your existing Workday account in the Jobs Hub. Do not apply from this website.

A cover letter is required for all positions; optional for facilities, campus services, and hospitality roles unless otherwise specified.

Job Description Summary

Under general supervision, the Special Events Coordinator is a detail-oriented planning professional, possessing excellent sales and organizational skills. The Coordinator must display the ability to generate theme concept designs and act as a creative source for staging unique events. The Coordinator must be adept at solving conflicts that may arise through the selling and coordination processes. The Coordinator must know Conference Center operations, including Food and Beverage, Conference setup, and Front Desk operations.

Job Description

Essential Functions:

• Attains maximum revenue levels through various sales processes, including the direct solicitation of social events and conducting property tours for prospective clients.
• Coordinates corporate and social functions by ascertaining detailed information regarding all aspects of the event, publishing detailed contracts, and advising the client during the planning process to ensure a successful experience.
• Works directly with the Assistant Director of Sales and Marketing to assess trends in the wedding business.
• Makes recommendations for enhancements to our menus and services.
• Assess price strategies related to competition and make recommendations to leadership.
• Communicates concise planning information to the operating departments in a timely fashion.
• Oversees the setup of all special events with the direction of procuring necessary props, flowers, costumes, entertainment, etc. for these events.
• Maintains up-to-date banquet pricing packets.
• Presents weekly Special Event Functions at Coordination meetings.
• Assists periodically with the analysis of departmental procedures and offering management viable alternatives to processes of the Department, including billing procedures, client correspondence and form generation.
• Maintains and adds database information for weekly backlog updates and quarterly revenue reports.
• Maintains and distributes up-to-date information on pricing to clients.
• Communicates professionally with clients and staff.
• Adheres to the policies of the Conference Center as outlined in the Employee Handbook and reports any observed violations to Human Resources.
• Maintains the highest level of employee/guest relations.
• Maintains a good working relationship with all Departments.
• Ability to work any assigned shift/work schedule.
• Performs other related duties as assigned.

Required Education, Knowledge, Skills, Abilities:

• Bachelor’s degree plus two years of related experience, preferably in a hospitality environment, or an equivalent combination of education and experience.
• Knowledge of Graylyn's history and guest room features (training available).
• Ability to sell contracts via phone and personal interaction.
• Demonstrated knowledge of customer service skills.
• Ability to interact with guests in a friendly and professional manner.
• Excellent communication skills, both oral and written; strong interpersonal skills.
• Proficiency in computer use and relevant software; ability to use standard office equipment and products.
• Demonstrated ability to organize, plan and coordinate details of an event.
• Ability to resolve conflict to guest satisfaction.
• Ability to communicate effectively in the English language.
• Ability to work flexible shifts, which may include evenings and weekends.

Physical Requirements:

• Light work. Physical activities include walking, talking, hearing and repetitive motions.
• Close visual acuity.

Environmental Conditions:

• Subject to both inside and outside environmental conditions.
• Not substantially exposed to adverse environmental conditions.

Additional Job Description

This position is not eligible for sponsorship of non-immigrant or immigrant visa status through Wake Forest University. All eligible applicants are encouraged to apply.

Time Type Requirement

Full timeNote to Applicant:

This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by his/her supervisor.

In order to provide a safe and productive learning and living community, Wake Forest University conducts background investigations and drug screens for all final staff candidates being considered for employment.

Equal Opportunity Statement

The University is an equal opportunity employer and welcomes all qualified candidates to apply without regard to race, color, religion, national origin, sex, age, sexual orientation, gender identity and expression, genetic information, disability and military or veteran status.

Accommodations for Applicants

If you are an individual with a disability and need an accommodation to participate in the application or interview process, please contact AskHR@wfu.edu or (336) 758-4700.