Assistant Event Manager

Assistant Event Manager for Luxury Hospitality & Private Events Property Join a high-end hospitality resort specializing in luxury weddings and private events. This is a high-pressure, logistics-heavy role requiring an individual who balances a "logistical eye" for organization, structure and systems with a refined "hospitality eye" for guest experience.

LOCATION

South New Berlin, New York

SCHEDULE

On-season schedule (May-Nov): Wednesday - Sunday (+ as-needed) Off-season schedule (Dec-April): Monday-Friday Yearly position

SALARY RANGE

$50,000 - $55,000

OVERVIEW:

The Assistant Event Manager is the right hand to our Event Director, with a heavy operational concentration on resort presentation, logistics, and the guest experience. This is the weekend guardian of the estate's standards, combining a discerning eye for luxury hospitality with the organizational grit required to execute flawless events. This permanent, year-round position transitions from high-energy, on-the-field execution during the busy season to critical administrative strategy, contract management, and client onboarding during the off-season. The Assistant Event Manager is the primary leader "on the field".

This role is responsible for:

the physical perfection of the estate, the operational efficiency of the guest services team, and a seamless and high-touch guest experience. This role requires high adaptability, composure under pressure and high stress, and a mastery of organizational logistics. The Assistant Event Manager is expected to lead by example. We are looking for a 'Player-Coach'' who takes ultimate ownership of the guest experience and is willing to step in alongside the team during peak periods to ensure the standard is met.

KEY RESPONSIBILITIES

Booking Coordination & Guest Relations (Year-Round)

Reservation Management:

Coordinate, monitor, and manage guest bookings, room blocks, and guest requests.

Client Communication:

Serve as the primary voice answering pre-arrival questions, handling special requests, and providing premium concierge support via email, phone, or booking platforms.

The Arrival Experience:

Lead and manage the guest check-in/check-out process, ensuring a warm, seamless, and high-touch welcome to the resort. Resort Pre-Event Inspection & "The Discerning Eye" (On-Season)

Property Readiness:

Conduct meticulous walkthroughs of all guest spaces, luxury accommodations, and event grounds prior to guest arrival to ensure everything is immaculate and "stage-ready."

Operations Synchronization:

Collaborate closely with the weekend hospitality crew, housekeepers, and runners to ensure the physical environment remains flawless throughout the entire event window.

Reporting :

Track and report any maintenance issues to facility and operations team. Event Execution & Support (On-Season)

Right-Hand Execution:

Assist the Event Director with timeline management, vendor arrivals, and guest movement across the property on event days.

Composure Under Pressure:

Maintain a calm, solution-oriented demeanor in a fast-moving environment where plans can pivot quickly. Off-Season Administration & Planning (December - April)

Pre-Season Planning:

Manage client intake, contracts, invoicing, and vendor vetting to prepare for the upcoming season.

Systems & SOPs:

Update guest communication templates, refine booking protocols, and organize seasonal logistics on a standard Monday-Friday schedule.

REQUIREMENTS & QUALIFICATIONS

Experience:

3-5+ years of seasoned professional experience in luxury hotels, premium resorts, or high-stakes event management. This is not an entry-level coordinator position. The "Hospitality Eye": An obsession with luxury details, impeccable presentation, and a deep understanding of what high-net-worth guests expect.

Logistical Mastery:

Exceptional organizational skills and the ability to handle a fast-moving timeline under high pressure.

Adaptable & Composed:

Proven ability to maintain absolute calm and pivot instantly when event dynamics change.

Mindset:

A driven, proactive problem-solver who anticipates needs before they become problems and leads with a "there is always a way" mentality.

Service-First Leadership:

Must show ability to support the team, not just give orders. A supporter and team player who will step in where needed - "no task too small" approach.

Technical Savvy:

Ability to use and read spreadsheets, and learn new digital systems.

Physicality:

This is an active role requiring daily movement across the estate and the ability to work outdoors in various conditions.

Organizational Skills:

Strong organizational skills required and the ability to manage multiple teams and projects.. Presence and the

Hospitality Eye:

Professional demeanor suitable for high net worth environments and an obsession with detail - noticing a stray leaf on a path or a smudge on a window before a guest does.

Transportation:

Must have own transportation.

Reliability Baseline:

Weekend availability is a non-negotiable for every weekend from May through November. Our operations rely on a tightly synchronized team. Late arrivals or non-emergency call-outs during event days directly impact operations and are handled as critical performance issues. This role requires an individual who is fiercely dependable and values the team's timeline. We enforce a strict attendance policy during the peak season (May - November).

Pay:

$50,000.00 - $55,000.00 per year

Work Location:

In person