Assistant Events Manager

Job Summary

Reporting to the Events Manager, the Assistant Events Manager supports the planning, coordination, and execution of all events and functions at The Derrick Golf and Winter Club. This role assists with client relations, contract administration, event planning, internal communication, and day to day departmental operations while ensuring exceptional service standards are maintained. The Assistant Events Manager also provides operational support, assists with reporting and administrative functions, and acts as the Events Manager in their absence when required. Typical schedule for this position would be Tuesday to Saturday.

Duties and Responsibilities

Event Planning & Coordination

• Assist the Events Manager in coordinating catering events, member functions, weddings, tournaments, and special events.
• Assist in preparing contracts, Banquet Event Orders (BEOs), proposals, and client correspondence.
• Ensure contracts, deposits, and event details are completed accurately and on time.
• Review upcoming events with the Executive Chef, Events Manager, Assistant Food & Beverage Manager, and operational departments to ensure seamless execution.
• Help coordinate internal communication so all departments receive accurate and timely event information.
• Provide operational support during events, including evenings, weekends, and holidays as required.

Sales & Business Development

• Support the development of new and repeat events business through member interaction, sales initiatives, and lead follow-up.
• Assist in maximizing event revenue through appropriate upselling of menu enhancements, rentals, and additional services.
• Conduct site tours and meetings with prospective and existing clients.
• Assist with marketing initiatives, including social media, email campaigns, and event promotions.
• Support the Events Manager in maintaining positive relationships with members, guests, vendors, and community partners.

Client & Member Relations

• Provide exceptional customer service by serving as a primary point of contact before, during, and after events.
• Resolve member and guest concerns professionally and escalate issues when appropriate.
• Foster positive relationships that promote member satisfaction and repeat business.

Financial & Administrative Responsibilities

• Monitor client accounts to ensure deposits and final payments are received according to Club policies.
• Assist with event billing, invoicing, and account reconciliation.
• Support weekly and monthly reporting, event statistics, and departmental administrative functions.
• Maintain accurate event files, contracts, and customer records.

Leadership & Team Support

• Promote a positive team environment by supporting employee development, communication, and collaboration.
• Act on behalf of the Events Manager during absences or vacations.
• Assist in developing and maintaining catering policies, procedures, and service standards.

Compliance & Professional Development

• Maintain knowledge of hospitality trends, catering best practices, and applicable legislation.
• Ensure compliance with all Club policies, health and safety regulations, and liquor legislation.

Other Responsibilities

• Perform other duties as assigned.

Qualifications

Education and Experience:

• Post-secondary education in Hospitality Management, Event Management, or a related field is preferred; equivalent education and relevant industry experience may be considered.
• Minimum 3-5 years of experience in catering, banquets, hospitality, or event coordination.
• Previous supervisory or leadership experience is required.
• Experience using event management or point-of-sale software is an asset.
• Previous Club experience is considered an asset.
• Valid Pro Serve Certification.

Skills and Knowledge:

• Excellent organizational and time management skills.
• Strong interpersonal and customer service skills.
• Excellent written and verbal communication skills.
• Ability to manage multiple events and priorities in a fast-paced environment.
• Strong attention to detail and accuracy.
• Proficient with Microsoft Office (Word, Excel, Outlook).
• Ability to work independently while collaborating effectively with a team.
• Professional, positive, and member-focused attitude.
• Strong problem-solving and conflict-resolution skills.
• Ability to work a flexible schedule, including evenings, weekends, and holidays.
• Knowledge of food and beverage operations and banquet service is considered an asset.

Why Work with Us

• Staff meals
• Competitive Wages
• Training & Development
• Pro Shop Discounts
• Diverse and Welcoming Work Culture

Learn more about us by visiting - https://www.derrickclub.com/Our_Club/Testimonials

#INDHP