Special Events Coordinator

About the Role

As a Special Events Coordinator, you will assist in creating, developing, and implementing special events for a designated region, ensuring strong profit per tour statistics. Responsibilities include conducting site inspections, attending permit hearings, leading planning meetings, and executing events while building strategic relationships with national partners to improve event quality and customer satisfaction. You will communicate regularly with site-level Project Directors, Marketing Directors, and Sales Managers to keep events on schedule and meet all goals. This role also involves developing site‑specific operation plans covering traffic management, waste management, pedestrian flow, and emergency and medical services, as well as forecasting resource requirements and creating staffing plans. Leadership of venue relations throughout the event lifecycle is required, along with building and maintaining schedules, budgets, and event status. You will source venues, recommend catering options, negotiate agreements with outside providers and subcontractors, generate purchase orders, and secure all necessary permits for event execution. Maintaining positive vendor relationships, coordinating with other departments, and distributing detailed event itineraries are essential to exceed guest expectations. The role also includes preparing shipping and transport of event supplies, staying current on event trends, and delivering outstanding customer service in line with company standards. • Coordinate and execute special events across a designated region to achieve profitability. • Conduct site inspections, secure permits, and lead planning meetings. • Build strategic partnerships with national partners and vendors to enhance event quality. • Develop operation plans for traffic, waste, pedestrian flow, and emergency services. • Forecast staffing needs, create event schedules, budgets, and purchase orders. • Negotiate contracts with providers and manage venue relations throughout the event lifecycle. • Prepare logistics, including shipping, transport, and vendor coordination. • Provide exceptional customer service and stay current on event trends.

Key Responsibilities

• ▸site inspection
• ▸permit management
• ▸operation planning
• ▸logistics management
• ▸budget forecasting
• ▸vendor negotiation

What You Bring

Hilton Grand Vacations, a leader in vacation ownership, emphasizes innovation, quality, and growth, with team members at its core. Minimum qualifications include 1‑2 years of event management experience in direct‑to‑consumer sales, strong organizational and administrative skills, proficiency with MS Office, and the ability to work any day, including weekends and holidays. Preferred capabilities include strong interpersonal skills for interacting with internal and external customers at all levels and a focused orientation toward exceptional customer service. • Minimum qualifications: 1‑2 years event management experience, strong organization, MS Office proficiency, flexible availability. • Preferred skills: strong interpersonal abilities and customer‑service focus.

Requirements

• ▸event management
• ▸1‑2 years
• ▸ms office
• ▸customer service
• ▸interpersonal
• ▸flexible

Benefits

Hilton offers health benefits and 401(k) enrollment starting on the first day of employment, along with the HiltonGO employee discount program that allows stays at Hilton Hotels for as low as $35 per night. The company seeks energetic hospitality team members who are passionate about creating lasting vacation memories for guests at resort properties and offers a promising career path. • Offer health benefits, 401(k) enrollment from day one, and HiltonGO discount program.

Work Environment

Onsite