Find & Apply For Event Planner Jobs in Edgartown, Massachusetts

About the Role The Edgartown Yacht Club is seeking an experienced, energetic, hospitality-minded Events Coordinator to plan, staff, and manage the full calendar of private and club events held at the Club. This is the primary point of contact for members and outside clients hosting events at EYC, and the person on the ground ensuring every event — from an intimate member dinner to a full club regatta reception — runs smoothly from first inquiry to final cleanup. While the role is seasonal, the ideal candidate remains reachable during the off-season to answer questions, prepare contracts, and help plan the year ahead. Key Responsibilities Responsibilities & Authorities Serve as the primary Club contact for private event inquiries (member functions, weddings, rehearsal dinners) and club-sponsored events (bingo, regattas, cocktail receptions, holiday events, junior program functions). Manage each event from initial inquiry through contract, planning, execution, and post-event wrap-up, including site visits and walk-throughs with hosts. Build and maintain the Club's master events calendar; coordinate scheduling to avoid conflicts with racing, dock operations, dining, and facilities work. Develop detailed event orders / banquet event orders (BEOs) and circulate to relevant departments (galley, bar, front-of-house). Be present on-site to oversee events at start to finish, troubleshooting issues in real time. May serve as Club's opening or closing manager or manager on duty. Serves as the Club's liaison with appropriate committees Assists in the development of Club registration forms, overseeing reservations, table assignments, and billing accuracy for Club Events. Oversees and prepares Club event menus. Assists in the training of the service personnel to include the finer points of proper service techniques. Ability to demonstrate proper steps of service to include wine service. Ensures all staff have a neat and clean appearance. Conducts pre-service employee briefings (pre-event). Completes other appropriate assignments made by the General Manager. Staffing & Vendor Management Coordinate with the Club's food & beverage, reception, and kitchen teams to ensure adequate staffing and setup for each event. Source, negotiate with, and manage outside vendors: wedding planners, caterers, rental companies, florists, and entertainment. Maintain a preferred-vendor list and reference contracts for the following season. Administration & Compliance Draft and manage event contracts, deposits, and invoicing in coordination with the Club office. Ensure events comply with Club bylaws, House Committee policies, town permitting requirements, and alcohol service regulations (TIPS certification or equivalent). Maintain certificates of insurance from vendors and outside renters as required.

Handle member and guest communications:

invitations, RSVPs, reminders, and post-event follow-up. Off-Season Responsibilities Remain reasonably available by phone/email to answer questions from members and staff about future events. Respond to and help convert off-season inquiries and bookings for the following season.

Assist with off-season planning:

reviewing the prior season, updating vendor agreements, and preparing the following year's events calendar. Attend House/Events Committee meetings as requested, including a limited number of off-season meetings.

Physical Demands and Work Environment:

Required to stand for long periods and walk, climb stairs, balance, stoop, kneel, crouch, bend, stretch and twist or reach. Push, pull or lift up to 50 pounds. Continuous repetitive motions. Work in hot, humid and noisy environment. Qualifications 2-5+ years of experience in event planning, catering management, or hospitality operations; private club, yacht club, or hotel/resort experience strongly preferred. Demonstrated experience managing staff and vendors under real-time pressure. Excellent written and verbal communication skills; comfortable working directly with members, club leadership, and outside clients. Strong organizational skills and close attention to detail; able to manage multiple concurrent events. Working knowledge of event/catering software, Microsoft Suite, POS systems, and general office tools (or ability to learn quickly). Available to work nights, weekends, and holidays throughout the season (May - October), and to be available during the off-season. About Edgartown Yacht Club Edgartown Yacht Club is a private club located on the harbor in Edgartown, Massachusetts, on Martha's Vineyard. The Club hosts a full season of racing, member activities, and private events for members and their guests.

Pay:

$40,000.00 - $60,000.00 per year

Experience:

Events management: 2 years (Required) Shift availability: Night Shift (Required) Day Shift (Required)

Work Location:

In person