Groups & Events Coordinator

The on-site Groups & Events Coordinator will play a key role in supporting the Director with planning, organizing and executing various group and social events hosted within Muskoka Bay Resort. The Groups & Events Coordinator will be responsible for ensuring a seamless and enjoyable experience for participants, managing logistics, and coordinating with both internal and external stakeholders related to the event.

Duties & Responsibilities

• Serves as the main point of contact for clients and event participants the day of the event
• Plays a pivotal role between Sales and Service teams to ensure the guest/client experiences at Muskoka Bay are flawless
• Day of responsibility to ensure that all logistical arrangements are met such as venue setup, catering, audio-visual, and any other services offered to the client
• Responsible for the coordination of all aspects of the event the day of, from setup to breakdown
• Collaborate with internal teams, including catering, facilities, and technical support, to ensure a cohesive and well-coordinated event
• Anticipate and address potential issues or challenges during events.
• Implement effective solutions in real-time to ensure a smooth event experience.
• Collaborate with the marketing team to create promotional materials and strategies.
• Collect feedback from clients and participants for post-event evaluations
• Analyze feedback and make recommendations for continuous improvement
• Assists the Director with sales and planning support including but not limited to, qualifying lead inquiries, providing correspondence and follow up to prospective clients.
• Assists the Director with preparing group booking contracts, proposals, and other correspondence to support the sales process
• Prepares banquet event orders when required to assist the planning team in detailing client events
• Updates sales system information for report generation for sales, reservations & conference departments. Working Knowledge of Opera and rooming list management

Qualifications

• Post secondary Education in Event Management, Hospitality, Business, or a related field
• 2-3 years of proven experience in event planning and coordination
• Previous Wedding coordinating experience is an asset
• Strong organizational and multitasking skills
• Excellent communication and interpersonal abilities
• Ability to work under pressure and meet tight deadlines
• Proficient in using event management software and Microsoft Office Suite
• Must be available to work evenings, weekends and holidays
• Must be physically able to stand for long periods of time, move furniture and equipment freely up to 50lbs.

Muskoka Bay Resort does not currently have staff housing available.

The above job description is not intended to be exhaustive lists of all responsibilities, skills or efforts associated with or expected of the role, but are intended to accurately reflect principal job elements.