Events Support Executive (Coordinator)

Job description

We invite you to join the world of luxury hospitality at Fairmont Southampton as our new Events Support Executive (Coordinator). The Events Support Executive (Coordinator) reports to the Executive Events Manager and provides operational, administrative and logistical support for the planning and execution of conferences, meetings, incentive programs, weddings and special events. The role is a key point of support for the Events team, ensuring event information, systems, documentation and client requirements are accurate, timely and effectively communicated while contributing to seamless event delivery and exceptional Fairmont guest experiences. Key Responsibilities Operational & Administrative Support Support the Events team with Sales-booked and catering-only groups from planning through execution and post-event follow-up. Maintain accurate and current event information, activities, traces and documentation within Opera Cloud, OSEM and other relevant systems. Prepare, update and distribute BEOs, group resumes, floor plans, correspondence and other event documentation accurately and on time. Track key program deadlines, outstanding information, client deliverables and internal follow-up to ensure planning milestones are met. Support the coordination of meeting specifications, rooming lists, VIP and suite requirements, amenities, food & beverage, AV, transportation, entertainment, décor and other program details. Assist with deposits, billing instructions, banquet checks, master account documentation and final billing reconciliation. Coordinate event changes and ensure updated information is communicated promptly to clients and relevant resort departments. Support site inspections, planning meetings, pre-convention meetings and post-event reviews, including preparation of required materials and follow-up. Maintain organized and complete electronic event files in accordance with hotel and brand standards. Guest Experience & Client Support Respond to routine client and meeting planner requests promptly and professionally, escalating significant changes, concerns or commercial decisions to the appropriate Event Manager. Build positive relationships with clients and meeting professionals while providing responsive, personalized service aligned with Fairmont luxury standards. Anticipate client and guest needs and support the Events team in delivering thoughtful, memorable experiences. Assist with guest concerns and service recovery, escalating appropriately when required. Provide onsite support during group arrivals, meetings, functions, VIP events and other key program moments as required. Cross-Functional Collaboration & Teamwork Coordinate closely with Sales, Banquets, Culinary, Front Office, Reservations, Housekeeping, Concierge, AV and other resort departments to support seamless event delivery. Liaise with DMCs, transportation providers, vendors and other external partners as directed by the Event Manager. Support the coordination of resources, equipment, signage, amenities and materials required for event execution. Communicate program updates and changes accurately and promptly to relevant departments and partners. Foster strong teamwork across Events, Sales and Operations and contribute to a positive, service-focused work environment. During the resort's reopening phase, support the implementation of event standards, templates, systems, SOPs and processes What will you bring to this role? To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions: · Education Diploma or Bachelor's Degree in Hospitality, Event Management or a related field preferred, or equivalent relevant experience. Experience Minimum 1–3 years of experience in Conference Services, Event Coordination, Catering or a related hospitality role. Experience within a luxury hotel, resort or large-scale event environment is an asset. Experience supporting group, incentive, conference, wedding or special event programs preferred. Competencies, Knowledge & Skills Exceptional organization, administration and attention to detail, with strong follow-through. Excellent interpersonal and written and verbal communication skills. Ability to prioritize and manage multiple events, deadlines and changing requirements in a fast-paced environment. Proactive, resourceful and solutions-focused with the confidence to take initiative within established responsibilities. Strong commitment to accuracy, particularly with event documentation, systems and client information. Knowledge of food & beverage, banquet and event operations is an asset. Proficiency with Opera Cloud, OSEM or comparable Sales & Catering platforms and Microsoft Office; CVENT experience is an asset. Collaborative team player with a passion for luxury hospitality and exceptional guest service. Personal Attributes, Culture & Values Embrace the Fairmont brand promise and luxury in your role and in all your interactions. Foster an inclusive environment where every individual feels valued and respected Other Requirements Flexibility to work evenings, weekends, holidays and extended hours based on event requirements. Ability to provide onsite support during events and key program periods as required. Employee Benefits: Join our team and enjoy a range of exclusive colleague perks, including complimentary upgrades, extended stays, discounted stays across Fairmont & Raffles properties, special dining and wellness discounts, and added luxuries to enhance your experience. We believe in taking care of our team, ensuring that your hard work is rewarded with exceptional benefits. Add any other benefits relevant to your property. What’s in it for you? As part of Accor , a global hospitality leader with over 5,500 hotels worldwide, you’ll enjoy: Opportunities for growth and development , mentorship, and international mobility Health insurance , retirement savings plans , and comprehensive wellness programs Worldwide travel discounts and preferred rates across the Accor portfolio A supportive, inclusive culture grounded in respect , teamwork , and professional development Start your journey with us today and explore the possibilities! #BeLimitless Our Values Respect: We value the needs, ideas and individuality of others. We treat everyone with fairness and dignity. Excellence: We make genuine connections, and we cherish every opportunity to make the people around us feel special. Belonging: We celebrate our differences. We support each other and we always stand together. Empowerment: We have authority to take initiative and anticipate moments that create unforgettable experiences. Integrity: We build trust through mutual respect and being authentic. Your team and working environment: Fairmont Southampton is a premier luxury resort and regarded as a leader in the hospitality industry. Our mission is to turn moments into memories for our Guests. An exciting hospitality career awaits you if you are committed to providing our Guests with an authentically local experience through providing warm and engaging service. Our Heartists work cohesively as part of the team in a demanding, multi-cultural diverse environment. Our commitment to Diversity & Inclusion: Fairmont is committed to creating an inclusive environment where diverse talent thrives. We welcome candidates from all backgrounds to join our team. Fairmont Hotels & Resorts Join a dynamic team and be part of a network of 90 spectacular properties, and 34 more in the pipeline, in 30 countries around the globe. Our properties are located from the beaches of Hawaii to the unspoiled national parks of Canada, to the heart of London, to the deserts of the United Arab Emirates. About Fairmont Southampton Are you ready to join a team that thrives on excellence and embraces limitless potential? Fairmont Southampton, Bermuda’s largest resort, invites exceptional individuals to be part of our award-winning team and shape the future of hospitality. Following a multi-million-dollar renovation, our 593-room resort is Bermuda's largest, featuring nine restaurants, a 30,000-square-foot spa, an 18-hole par three golf course and a captivating Beach Club. Opportunities for growth and success are boundless. Our culture emphasizes respect, teamwork, and professionalism, supported by comprehensive benefits. Join our diverse and inclusive team, where your unique talents and perspectives are celebrated. Dare to go beyond the ordinary, unlock your potential and make a lasting impact at Fairmont Southampton. Together, let's create memories that exceed expectations. #BeLimitless About the Application Process: At Fairmont, we want to bring out your highest potential. Shortly after applying, you will receive an email from our partner AssessFirst prompting you to create a profile and complete a questionnaire. This is a mandatory step for your candidacy to be considered as it enables us to explore your compatibility with this role and our culture of luxury excellence.