Event Coordinator

Are you an event mastermind who loves making things run smoothly while keeping the energy high? Do you dream of working remotely from anywhere you want—whether it's your cozy living room, a sunny beach, or a mountain retreat (as long as you've got strong Wi-Fi)? We’re looking for an Event Coordinator who’s ready to bring their A-game to help craft unforgettable experiences at Beyul Retreat!

What You’ll Be Doing:

• Client Communication: You’ll be the friendly (virtual) face our clients turn to, ensuring all their event needs are met with precision and care.

• Event Logistics: Crafting flawless schedules, managing event details, and making sure everything is organized to perfection.

• F&B Coordination: Collaborating with our food & beverage team to ensure guests are treated to exceptional food and service.

• Accounting & Registration: Handling deposits, event finances, and guest registration like a pro—keeping everything running smoothly behind the scenes.

• Onsite Execution: While you’ll often work remotely, you'll still play a key role in making sure our events run flawlessly. You’ll collaborate closely with our onsite Event Producer to ensure everything comes together seamlessly. From timing and logistics to last-minute adjustments, you’ll be in sync with the on-the-ground team to make sure every detail is executed to perfection.

This is a Remote Position with an opportunity for flexibility: 

• Work from anywhere with a reliable internet connection

• Part-Time until May 12th

• Full-Time from May 12th to October 31st

• Part-Time again after October 31st.

Plus, if you’re a pro at both events and social media/marketing, there’s potential to turn this into a full-time gig year-round!

The listed start date is 2/10/25, however this position is available to begin as soon as we find the right fit for our team. 

Ready to create epic experiences from wherever you are? We want to hear from you!

Skills & Experience We’re Looking For:

We’re looking for someone who is detail-oriented, highly organized, and ready to jump into the exciting world of event coordination at Beyul Retreat. We are looking with someone with the following skills and experience:

• Prior Event Coordination Experience: You’ve planned and executed events before—whether in a corporate, hospitality, or other event settings. You understand the importance of clear communication, timing, and adaptability. 

• Sales Experience: You’ve successfully led sales efforts in the past, ideally within the events, hospitality, or F&B industry. You’re comfortable negotiating, presenting options, and working with clients.

• HubSpot Experience: You’re adept at using HubSpot or similar CRM platforms to manage client relationships, track communications, and streamline event planning processes. You know how to leverage it for marketing automation, client follow-ups, and maintaining detailed records.

• Strong Excel & Financial Skills: You can manage spreadsheets with ease, track budgets, and understand basic financial processes like invoicing, accounting, and reporting.

• Customer Service & Client Management: You’re a relationship-builder who understands the importance of delivering a seamless, positive experience for clients before, during, and after their events.

• Tech-Savvy: You’re comfortable using event management software (like Retreat Guru and InnRoad), scheduling tools, and other online systems to keep everything organized.

• Creative & Detail-Oriented: You have a passion for creating exceptional experiences and care deeply about the little details that make an event truly memorable.

• Leadership & Team Collaboration: You’ve successfully managed teams and know how to inspire and lead by example, ensuring smooth collaboration across departments.

• Problem-Solving Mindset: Things don’t always go as planned, but you’re great at thinking on your feet, finding solutions, and staying calm under pressure.

• Marketing & Social Media Savvy: You’re comfortable with platforms like Canva, Instagram, Facebook, and other marketing tools. If you have experience in creating content, curating social media posts, or designing marketing materials, that’s a huge bonus!