Event Coordinator (Full-Time)

Nashville, TN, USA|

Job Overview

Benefits

Health Insurance

Dental

Vision

Life insurance

long term disability insurance

voluntary life insurance

Short term disability insurance

403b and Roth 403b with a generous employer match

Employee assistance program

Paid Time Off

11 paid holidays

Aflac products

Job Description

Cheekwood Estate & Gardens is a premier cultural and botanical attraction in Nashville, Tennessee. Formerly the home of Mabel and Leslie Cheek, this historic estate now welcomes the public as a botanical garden, arboretum, and museum featuring period rooms and art galleries. Cheekwood is renowned for its picturesque scenery, rich history, vibrant art scene, and serene gardens, making it one of the most beautiful and inspiring places to work in Nashville. As an organization, Cheekwood is dedicated to providing an enriching experience for both visitors and employees, fostering a supportive environment where every day offers new opportunities for personal and professional growth. The staff at Cheekwood work passionately to preserve history, cultivate horticulture, curate art, and engage with the community through a variety of cultural programs and events.

The Events and Rentals team at Cheekwood plays a vital role in coordinating and executing weddings and corporate events at Nashville’s top-rated wedding venue. By joining this team, candidates will partake in a dynamic and fast-paced environment, aiding in the creation of unique and memorable experiences for clients. This role involves office administration along with hands-on support during event coordination and execution. The selected candidate will assist Event Managers with a variety of responsibilities such as answering lead inquiries, conducting site visits, managing event logistics, and serving as a day-of coordinator for specific bookings. This entry-level position offers excellent opportunities for advancement and skill development while allowing the individual to work closely with clients, vendors, and internal teams to ensure flawless event execution. The role requires a blend of organizational skills, customer service, and event management with a focus on creating seamless and extraordinary events. Employees in this role are expected to uphold the Cheekwood brand by delivering excellent customer service, maintaining professional appearance, and adhering to all organizational policies and procedures. This position also involves onsite presence during events, overseeing bar staff, vendor coordination, and post-event cleanup to ensure the highest standards of quality and satisfaction. The atmosphere at Cheekwood allows team members to thrive, contribute meaningfully, and be part of a creative and dedicated team fostering community and celebration within a historic and beautiful context.

Job Requirements

Bachelor’s degree in hospitality management, business, sales, or marketing preferred or one-year equitable experience in a professional setting
valid, current TN ABC license/bartending experience preferred
ability to drive a company owned golf cart across the property
ability to manage varied duties professionally and work well with staff and vendors
strong organizational and analytical skills
pro-active and the ability to prioritize and remain calm under pressure
maintains a professional appearance and demeanor at all times
passionate about food, beverages, and events with a commitment to client satisfaction
ability to work a flexible schedule including evenings, weekends and some holidays as required, many in outdoor settings
excellent computer skills
familiarity with Microsoft Office and Excel applications
a minimum 1-year wedding/events experience is preferred
prior work experience in a non-profit organization is preferred

Job Qualifications

Bachelor’s degree in hospitality management, business, sales, or marketing preferred or one-year equitable experience in a professional setting
valid, current TN ABC license/bartending experience preferred
ability to drive a company owned golf cart across the property
ability to manage varied duties professionally and work well with staff and vendors
strong organizational and analytical skills
pro-active and the ability to prioritize and remain calm under pressure
maintains a professional appearance and demeanor at all times
passionate about food, beverages, and events with a commitment to client satisfaction
ability to work a flexible schedule including evenings, weekends and some holidays as required, many in outdoor settings
excellent computer skills
familiarity with Microsoft Office and Excel applications
a minimum 1-year wedding/events experience is preferred
prior work experience in a non-profit organization is preferred

Job Duties

Answer all lead inquiries regarding daytime bookings as well as ceremony bookings, all-inclusive packages, and evening Holiday LIGHTS proposal packages
answer client questions, discuss guidelines and payment procedures prior to booking
answer phone calls and return voicemails in a timely manner
oversee the Special Events email inbox, transferring leads into Tripleseat and forwarding leads pertaining to other departments as needed
conduct site visits as needed for clients seeking elopements, ceremony bookings, all-inclusive packages, and other smaller scale bookings
work with clients on event logistics post contract for all events booked
function as Day-of Coordinator for specific ceremony only bookings, duties including but not limited to leading ceremony rehearsal, creating day-of timeline, communicating with vendors
maintain and oversee package inventory, such as champagne flutes, and look for new ways to enhance current packages by means of industry trends and meeting client needs
assist Event Sales Manager with conducting and converting larger event bookings as assigned
assist Event Sales Manager in maintaining all sales/package documents, email templates, profit tracking sheets, EOY reports, and generating new revenue opportunities
assist Event Sales Manager in booking Garden Club/Society meetings
assist as needed in the planning and executing of Garden Shows
assist Director of Events with execution and coordination for Cheekwood and vendors for internal events including but not limited to Development, Public Programs, President’s Office
oversee all Cheekwood internal booking requests and communicate any issues via JIRA
record all site visit client arrivals and event information in the Site Visit Log
review rental orders, floor plans, timelines, and parking maps for external clients as needed
collaborate directly with photographers to obtain photo galleries from all events
assist the Event Sales Manager with photo file management and uploading photos to SharePoint and Pics.io
knowledgeable of all Cheekwood rules and regulations regarding event planning and execution
responsible for training and supervising staff as determined by the Event Managers
required to be on-site for the duration of all weddings/events as assigned
serve as the onsite Cheekwood liaison between clients and vendors during a variety of events including weddings, corporate, and development/sponsor from set up to tear down
oversee/supervise bar staff for private and public events as assigned
responsible for ensuring that all caterers and wait staff clean the buildings inside and out before leaving the property
responsible for overseeing all vendor loads out as assigned
responsible for post event site final clean-up and trash removal
represents and delivers excellent customer service in keeping with Cheekwood’s brand
maintain a professional demeanor and appearance at all times
adheres to all Cheekwood policies and procedures
other duties as assigned