Jacob’s Pillow seeks a seasonal Events and Hospitality Coordinator to join the Events Department, reporting directly to the Events, Hospitality and Campus Rentals Manager. Key responsibilities include supporting the planning, coordination and execution of on-campus events for rental, fundraising, and outreach goals of the organization; Assist with research and cultivate rental opportunities, as well as guiding the implementation of all food service amenities, and providing administrative support to the efforts. Other duties as assigned that relate to departmental efforts. Shifting priorities and needs will impact the responsibilities' day-to-day focus, with many high-profile activities occurring during the Festival. They include the Café Tasting, daily management of the staff dining hall, annual Gala, the Opening Week Festival, late-night dance parties, and various departmental internal events. A successful candidate will have a passion for the arts, a strong background in events or catering, a willingness to collaborate, strong attention to detail, and the ability to create memorable experiences for everyone who comes onto our campus.
RESPONSIBILITIES:
Event Execution
- Coordinate and execute seasonal events, including planning, set-up, breakdown, on-site support, and debriefs.
- Ensure all event logistics are in place, including rentals, run-of-show, catering, signage, and venue preparation.
- Provide on-site event support, managing setup and breakdown logistics, guest coordination, and troubleshooting as needed.
- Work closely with various Pillow departments to align event execution with organizational goals.
- Coordinate staffing and operations for fall season rentals including weddings, residencies and housing.
Vendor and Dining Coordination
- Serve as the secondary point of contact for the Food and Beverage vendor, ensuring seamless communication and operations for three public, one in-house dining venue, and 2-3 pop up bars during the summer season.
- Communicate and track staff and guest feedback regarding food and beverage services to the Events, Hospitality and Campus Rentals Manager.
- Oversee Stone Dining Hall operations and F&B Vendor to ensure delivering contractually agreed upon standards, such as tracking dining volume, allergies, and schedules for staff meals.
Administrative Support
- Lead weekly meetings with F&B, including being informed on agenda items and following up on action items.
- Maintain an up-to-date vendor database, track communications, and monitor and triage departmental emails.
- Organize and maintain event and F&B calendars.
- Track dining volume, allergies, and schedules for staff meals.
- Create materials such as menus, eatery signage, buffet signage as needed.
- Liaise with the marketing department to assist rental and dining details updates are reflected on The Pillow’s website.
- Collaborate with Marketing and Food & Beverage vendors by monitoring and updating online listings (e.g., Yelp, Google, Social Media) to ensure operating hours, menus, and service details are accurate and consistent.
- Follow up with rental leads and schedule meetings in the fall season.
