Conference and Events Coordinator

The Ballantyne, a Luxury Collection HotelCharlotte, NC

Job Description

Job Description

Conference Services Coordinator - COORCSVC 

Department: Sales and Marketing  

Reports To: Director of Sales and Marketing  

Northwood Overview 

An enterprising organization managing hospitality assets that deliver unique, carefully curated guest experiences. We understand that our people are the hallmark of our success, managing and operating a portfolio of leading hotel assets ranging from select service to lifestyle independent hotels. Our people are the most important assets. We are committed to developing talent and building high performance leadership teams. We understand that the sum of our collective talents and efforts helps us achieve greater results and thrive.  

Job Overview: 

The Conference & Events Coordinator is an entry-level role designed for individuals seeking to build a career in hospitality sales and event management. This position provides hands-on experience supporting the Sales and Events teams in the planning and execution of meetings, conferences, and social events.

Working alongside an experienced Sales & Events team, the Coordinator plays a key role in ensuring a seamless and elevated experience for our clients and guests, while developing the skills and knowledge needed to grow into a future sales or event management role.

Key Responsibilities

Sales,  Event Support & Event Coordination

• Provide day-to-day administrative and operational support to the Sales and Event Management teams
• Assist with preparing event orders and diagrams
• Support the coordination of group room blocks and event details
• Maintain accurate records in CI/TY and other systems
• Support the planning and execution of events, including assisting with timelines, floorplans, and logistics
• May be asked to be present on-site for select events to support execution and ensure a seamless guest experience
• Coordinate internally with departments such as Banquets, Culinary, Engineering, and Housekeeping

Client Experience

• Participate in site inspections and client meetings alongside Sales/Event Managers
• Assist with pre-event communication and follow-up
• Help ensure all client details are communicated clearly across departments

Operations & Administration

• Assist with internal communication, including BEO distribution and updates
• Support tracking of event details, changes, and key deadlines
• Help maintain organization of sales materials, menus, and shared folders (SharePoint)

Qualifications

• Interest in hospitality, events, or sales (internship, experience, or degree in related field preferred but not required)
• Strong organizational and time management skills
• Attention to detail and a commitment to delivering exceptional service. 
• Excellent communication and interpersonal skills
• Detail-oriented with a proactive mindset
• Ability to multitask and work in a fast-paced environment
• Proficiency in Microsoft Office; experience with CI/TY, TripleSeat and/or Social Tables is a plus
• Flexibility to work varying shifts, including weekends and evenings. 

Perks & Benefits: 

• Medical, Dental, Vision  

• Hotel Discounts  

• Paid Time Off  

• Employee Assistance program 

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the team member. Duties, responsibilities and activities may change or be added at any time with or without notice.