Seasonal Venue Coordinator Position Available In Saratoga, New York

Seasonal Venue Coordinator Brookledge Venue Middle Grove, NY 12850 • Hybrid work Wedding Venue Coordinator•

Brookledge Location:

Middle Grove, NY Position Type:

Part-time, Seasonal with

Off-Season Responsibilities Reports To:

Venue Owner Overview:

Brookledge is seeking a detail-oriented, people-focused Wedding Venue Coordinator to help create unforgettable wedding experiences in a peaceful, nature-inspired setting. This role is ideal for someone who is highly organized, enjoys working with people, and thrives in both planning and event-day environments. Schedule Details Wedding Season (March-October):

Monday:

Remote•check emails

Tuesday:

Remote•check emails

Wednesday:

Team meetings (usually 9:00 AM•2:00 PM)

Thursday:

On-site 9:00 AM•3:00 PM (Oversee pavilion setup)

Friday:

2 hours for rehearsal (timing varies)

Saturday:

On-site ~2:00 PM•10:30 PM (Before guest arrival through vendor departure)

Sunday:

Remote•light admin work

Note:

Sunday, Monday, and Tuesday are flexible and may be completed remotely. Off-Season (November-February): Primarily email communication and administrative tasks No regular team meetings Attend 2-3 wedding shows (usually Sundays, full-day commitment) Participate in an introductory Zoom meeting for new couples March (Pre-Season): Resume weekly team meetings Begin in-person final walk-through meetings with couples Continue email communication and administrative duties Key Responsibilities Meetings with Couples Conduct 3 meetings per couple: Two Zoom calls (about 1 hour each) One on-site final walk-through Schedule meetings to fit your and the couple’s availability Vendor Communication Reach out to vendors prior to the event Coordinate details and address any needs via phone or Zoom Email & Administrative Tasks Respond to emails from couples and vendors throughout the week Collect required documents from vendors and clients Maintain updated wedding timelines and checklists Wedding Shows (2-3/year) Represent Brookledge at local wedding shows Typically held on Sundays in winter months (~8 hours each) Wedding MBA Conference (November 10-14) Attend 3-day conference (travel days included) Hotel, flight, and admission costs are covered Rehearsal & Event Coordination Lead the rehearsal (about 1 hour) On wedding day: Arrive 2 hours before guests Coordinate vendor check-ins and guest arrivals Ensure timeline flows smoothly Supervise Brookledge team/staff Support client needs throughout the day Venue Setup Review event diagrams Oversee pavilion and ceremony space setups Coordinate with the Brookledge Team to ensure spaces are ready Team Participation Attend and contribute to regular team meetings Share updates and feedback regarding couple needs and event planning

Ideal Candidate Qualifications:

Excellent communication and organizational skills Comfortable using email, Zoom, and basic office tools Experience in event planning or hospitality preferred Calm under pressure and solutions-focused Flexible weekend availability is essential Must be able to work both independently and as part of a team If you’re passionate about creating joyful, seamless wedding experiences in a beautiful outdoor setting, we’d love to hear from you!

Job Type:

Seasonal Pay:

From $30,000.00 per year

Benefits:

Employee discount Professional development assistance Referral program

Schedule:

Day shift Evening shift Every weekend Weekends as needed Shift availability: Day Shift (Preferred) Night Shift (Preferred) Ability to

Commute:

Middle Grove, NY 12850 (Preferred) Ability to

Relocate:

Middle Grove, NY 12850: Relocate before starting work (Preferred)

Work Location:

Hybrid remote in Middle Grove, NY 12850