Private Event Coordinator - Quick Hire!

Idle Hour Country Club, located in Lexington, Kentucky, is a prestigious private, member-owned club founded in 1946. Known for its rich tradition, outstanding hospitality, and a strong sense of multi-generational community, the club has been a cornerstone of leisure and social engagement for its members for decades. The club is currently undergoing a significant renovation of its clubhouse and kitchen facilities, aiming to enhance the overall member experience by investing in improved systems, elevated standards, and strong leadership. This commitment ensures that Idle Hour Country Club continues to provide exceptional service without relying on last-minute solutions or heroic efforts from staff. Private events at Idle Hour Country Club represent an essential extension of members’ lifestyles, serving as moments where they celebrate, connect, and create lasting memories within the club’s welcoming environment. The member experience during these events reflects the club’s core values of hospitality, tradition, and community. The Private Event Coordinator role at Idle Hour Country Club is pivotal. This position serves as the single point of ownership for all member-sponsored private events, overseeing every stage of the event lifecycle — from the initial inquiry to post-event closeout. The role demands more than just coordination; it requires a proactive leadership approach focused on systems, execution, and ownership. The Private Event Coordinator is charged with eliminating operational friction by foreseeing needs, meticulously documenting all event details, leading on the event floor, and ensuring that the highest standards are maintained so that no mistakes affect the member experience. The role reports directly to the Clubhouse Manager and works closely with the General Manager/COO, Food & Beverage Service Director, Executive Chef, Accounting, and Front of House Leadership teams. In this position, the coordinator manages a wide array of responsibilities including managing all event inquiries with professionalism and timeliness, conducting structured intake conversations to capture important details such as event purpose, guest count expectations, menu and beverage preferences, budget considerations, and timeline sensitivities. The coordinator drafts and distributes detailed Banquet Event Orders (BEOs) that ensure all internal teams are aligned and members have clear expectations. In addition, the position involves designing appropriate staffing plans tailored to each event’s size, style, and complexity, working closely with food and beverage leadership to optimize member experience, operational flow, and staff earning opportunities. On the day of events, the Private Event Coordinator maintains a strong on-site presence during setup, execution, and breakdown, acting either as the event lead or partnering closely with the designated event captain or manager. This includes managing event timelines, service flow, presentation standards, and cleanliness. They proactively resolve issues on the spot to prevent disruptions to the member experience. Financial discipline aspects of the role include defining event-specific bar control parameters, overseeing consumption tracking, ensuring billing accuracy, and conducting charge reviews to prevent any billing errors. Post-event responsibilities encompass verifying billing and gratuity accuracy, collecting internal feedback, following up with members as appropriate, and contributing to ongoing improvements in private event processes and standard operating procedures. This position is ideal for a detail-oriented systems thinker who thrives in a dynamic environment and values preparation over reaction. The successful candidate will be calm and confident under pressure, able to lead through influence rather than authority, and motivated by consistent ownership and continuous improvement. Overall, the Private Event Coordinator at Idle Hour Country Club is an essential leader who ensures that every private event delivered reflects the club’s legacy of hospitality and excellence. High school diploma or equivalent Prior experience in hospitality or event coordination preferred Excellent communication and interpersonal skills Strong organizational skills and attention to detail Ability to work flexible hours including evenings weekends and holidays Proactive problem-solving abilities Capacity to handle multiple tasks simultaneously under pressure Experience with event management software is desirable OysterLink connects hospitality employers and applicants.