Meetings and Events Coordinator
Playbook · Austin, Texas, United States · onsite
Outcomes You’ll Deliver:
- Flawless Service Delivery: Own the logistical blueprint for your space(s). You’ll develop detailed timelines, space setups, and service flows, ensuring that every "run-of-show" is documented with the precision needed for a flawless service delivery.
- Vendor & Partner Standards: Act as the primary point of contact for external partners and vendors. You’ll coordinate arrival windows, confirm scopes of work, and meticulously manage all required documentation and permits to ensure every collaborator meets our "house proud" building standards.
- Hosting & Guest Relations: Serve as the on-site anchor for daily operations. Whether it’s a high-profile meeting or a social gathering, you provide a calm, professional presence, channeling the swan to resolve issues as they arise while keeping the guest experience premium.
- Pristine Space Stewardship: Maintain the highest standards of space readiness. You’ll oversee the meticulous teardown, reset, and restocking of your space(s), ensuring every detail is returned to its five-star condition with all approved special touches in place.
- Post-Event Optimization: Complete comprehensive post-booking documentation. By capturing detailed notes and learnings, you help hone the craft of the entire team, ensuring we are constantly improving our delivery and anticipating future needs.
- Cross-Functional Impact: Provide agile support across your entire team. You’ll align with leadership to prioritize tasks that maximize service value, ensuring our collective execution capacity is focused where it matters most.
Requirements:
- 2+ years of experience in premium guest-facing environments: luxury hospitality, events management, venue operations (e.g., hotels, conference centers, event venues, workplace hospitality).
- Proven experience delivering five-star service in high-volume or high-touch environments.
- Effective problem-solver, resolving complex issues quickly while protecting the guest experience.
- Comfortable partnering cross-functionally with key stakeholders to deliver an exceptional experience.
- Tech-savvy, with experience using booking, scheduling, and collaboration tools (Google Workspace, Slack, event platforms).
- Adaptable and confident learning new systems for membership and program management.
Key Competencies:
- The "House Proud" Standard: You possess an uncompromising eye for detail and a deep sense of ownership over your environment. You curate spaces’ physical readiness, ensuring every chair is aligned, every supply is restocked, and every special touch is perfectly in place to uphold our five-star brand promise.
- Logistical Choreography: You are a master of the "how." You have the ability to translate complex plans into actionable, step-by-step logistics. Whether it’s a detailed run-of-show or a vendor load-in, you organize the flow of people and materials with the precision of a choreographer to ensure a seamless experience.
- Poise Under Pressure: You have a natural ability to "Channel the Swan" during live execution. You remain steady, calm, and professional in high-stakes moments, resolving real-time challenges behind the scenes so the guest only ever experiences a sense of effortless flow and serenity.
- Anticipatory Readiness: You don't wait for things to go wrong; you stay three steps ahead. You’ve demonstrated the foresight to identify potential friction points in a setup or schedule and clear the way before they impact the guest, ensuring every session or event is primed and ready for success.
- Trusted Partnerships: You build trust through consistent, high-quality follow-through. As an essential link between the plan and the reality, you communicate clearly and warmly with tenants, guests, and vendors, acting as a reliable anchor that others can depend on to get it right every time.
- Hone Your Craft: You are committed to constant improvement and technical growth. You take pride in learning the nuances of our systems, whether they are AV, wellness tech, or operational workflows, and you use data to sharpen your skills and elevate the entire team’s delivery.
- Operational Agility: You thrive in a cross-functional environment, possessing the agility to move between different tasks with ease. You understand the big picture and prioritize your tasks to support the collective goal of making your building a thriving, magnetic destination.