Meetings & Events Coordinator

Live Your Passion.  Add Your Magic.             

At Montage International, we are doing something different, something exciting and it takes passionate people to bring our vision to life. We have built a culture that leads with the important notion we live by every day; do what you love. If this resonates with you, we look forward to receiving your application.

We welcome applicants with disabilities and provide reasonable accommodations as needed to our applicants. Please discuss with our hiring managers during our selection processes. 

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SUMMARY

The Meetings & Events Coordinator plays an integral role within the Meetings & Events Services team, ensuring the seamless orchestration of bespoke corporate, weddings and social gatherings. As an ambassador of Montage, this position supports event managers through refined administrative expertise, anticipatory service, and strong interdepartmental collaboration. The Coordinator may engage with on‑site planners, safeguards operational precision, and upholds the elevated standards expected of a luxury resort environment. Scheduling may vary in response to business demands.

ESSENTIAL FUNCTIONS

Daily Responsibilities

• Provide administrative support to the Meetings & Events Team with poise, accuracy, and attention to detail.
• Prepare professional correspondence, BEOs, reports, and documentation while maintaining organized and confidential filing systems for the meeting and events team.
• Generate, review, and distribute BEOs, diagrams, and event resumes for in‑house events and select small programs.
• Assist with guest amenities

• Contribute to a detailed contract turnover experience.

• Maintain well‑appointed office spaces, ensuring supplies and equipment are available and in optimal condition.
• Produce luxury‑standard printed menus, table numbers, private events signage and specialty signage for corporate events, weddings, and tastings.
• Honor confidentiality in all matters involving proprietary information, guest needs, and hotel operations.
• Support the creation of comprehensive group pre‑con materials.

Additional Responsibilities

• Manage legacy in-house events such as Associate Gala, Holiday Lunch, Breakfast with Santa, Mores, Departmental meeting
• Assist wedding managers throughout key wedding weekends
• Attend key operational meetings (BEO, Resume, Daily Lineups) and assist leadership in delivering a flawless event lifecycle.
• Occasionally participate in site visits, representing the Meetings & Events team with polished professionalism.
• Support on‑site event execution as directed, including dining and activity arrangements.
• Occasionally assist managers in scheduling, coordinating specialty vendors, rentals, and event details requiring elevated attention.
• Conduct weekly inspections of event spaces, proactively identifying and reporting maintenance needs to uphold luxury presentation standards.
• Enter banquet checks in Delphi as requested.
• Assist with packaged deliveries, storage, and organization related to event operations.
• Issue office keys to planners

• maintain an organized, up‑to‑date resume book.
• Uphold a refined, efficient work environment reflective of Montage values.
• Address guest inquiries with gracious problem‑solving and thoughtful resolution.
• Ensure timely, pristine setup and follow‑up for all functions and related arrangements.
• Maintain digital filing systems, including vendor documentation and event‑related materials.

Other Requirements

• Flexibility to work varying schedules, including mornings, evenings, weekends, and holidays, to meet business needs.
• Required participation in all departmental training sessions and meetings.
• Maintain an impeccable professional appearance in accordance with Montage International grooming and presentation standards.

Job Knowledge, Skills & Abilities

• Exceptional communication skills, both written and verbal.
• Proficiency in Microsoft Office Suite.
• Preferred knowledge of luxury hospitality systems (Salesforce, Delphi, Social Tables, Opera).
• Understanding of catering and banquet operations within a luxury environment.
• Demonstrated commitment to elevated guest service, with a warm, polished, and professional demeanor.
• Strong ability to multitask, prioritize, and maintain accuracy under pressure.
• Sound judgment and ability to resolve issues with grace and confidence.
• Ability to build genuine, collaborative relationships across departments.

QUALIFICATIONS

Education:

• High school diploma or equivalent required; Bachelor's degree preferred.

Experience:

• Minimum of two years’ experience in a luxury resort or hotel, ideally within banquet, hotel events, or sales support roles.
• Wedding Experience is preferred

PHYSICAL REQUIREMENTS

• Ability to navigate event spaces efficiently with well‑paced mobility.
• Ability to bend, stoop, stretch, and lift 15–40 lbs as needed.
• Requires manual dexterity and the ability to perform standing, walking, sitting, bending, climbing, and repetitive motions.

In the United States we are proud to be an EEO employer M/F/D/V. We maintain a drug-free workplace and perform pre-employment substance abuse testing.