Under the direction of the Director of Community, the Events Manager is responsible for planning, coordinating and executing member events, programs and activities that build connection and community at Woodside. Working closely with the Director of Community and across all departments, the Events Manager role ensures programming is thoughtfully coordinated, aligned with departmental priorities and Woodside marketing efforts and executed within established budgets. The Events Manager also executes employee events and engagement initiatives that strengthen connection and culture among Woodside employees.
Duties / Responsibilities
Planning & Development
- Ensures Woodside’s brand standards are represented consistently and appropriately throughout event planning and execution
- Coordinates pre-event planning with appropriate internal teams, external partners and vendors
- Manages event details and deliverables, including Food + Drink, décor, photography and videography, entertainment, floral, educational partners and technology providers
- Develops and manages event timelines, event budget and project plans, ensuring deadlines and budget parameters are met
- Places orders, validates expenses and submits invoices to Director of Community in accordance with Accounting requirements
- Coordinates day-of logistics and develops detailed event run sheets outlining responsibilities, timing and status
- Provides complete and timely event information for all printed and digital promotion needs to Director of Community for submission to Marketing department
- Maintains clear and consistent communication with Director of Community and appropriate departments throughout planning and execution to ensure alignment on department coverage, event details, timelines, responsibilities and changes
- Ensures appropriate Woodside teams are informed and prepared to support and promote events, with particular attention to Member Staff and Group Fitness departments
- Executes all elements of the Employee Engagement Program, including employee communication, recognition, social events, team-building activities
- Coordinates employee Food + Drink needs for events and activities, as appropriate
Registration
- Creates and manages event registration through Club Management Software (Jonas or SHC), Eventbrite or other designated platforms
- Manages the registration process, including tracking participation, responding to questions, communicating event details and serving as the primary point of contact for attendees
- Manages event payments, refunds, member guest lists and VIP guest lists, as applicable
Execution
- Serves as the day-of point of contact for vendors, entertainment, staff, volunteers and other event partners
- Coordinates event staffing, check-in and other day-of operational needs
- Serves as the primary point of contact for members during events, answering questions and addressing concerns as needed
- Coordinates onsite photography and videography, whether managed internally or through external partners
- Captures and creates social media content for designated events, as directed by the Director of Community, with working knowledge of Instagram, Reels, Stories, Facebook and YouTube
- Coordinates and assists with event setup and tear down
- Maintains a visible and engaged presence at Community programs and events, actively connecting with members, staff and cross-functional teams to support an exceptional member experience and successful execution
Evaluation
- Creates post-event surveys, collects and summarizes member feedback and relevant data and provides results to the appropriate Department Head
- Conducts post-event reviews with appropriate staff, vendors and partners to identify successes and opportunities for improvement
- Completes event evaluations incorporating quantitative and qualitative results, including attendance, member feedback, financial performance and key learnings
Woodside Waves Swim Team
- Serves as the primary liaison between Woodside and the Waves Parent Board
- Coordinates swim team registration and the Meet the Coaches event
- Ensures all swim team participants are properly registered, program fees are collected and required forms and waivers are completed
- Coordinates team event Food + Drink needs with the Director of Food + Drink in a timely manner
- Communicates pool closures, swim meets and other team-related operational impacts to Facilities, Food + Drink, Member Staff, Marketing and other appropriate departments
Miscellaneous
- Addresses questions, concerns and issues as they arise, working across departments to coordinate solutions and appropriate follow-up
- Maintains awareness of current trends and best practices in event planning and community programming
- Participates and fulfills all requirements set forth in the Continuing Education Curriculum (Woodside University) Program
- Evaluates and disciplines personnel where appropriate; maintains a working knowledge of Woodside policies regarding handling of staff and related issues; works to administer prompt, fair and consistent corrective action for any and all violations of company policies, rules and procedures
- Complies with Club’s employee handbook manual, departmental policies and procedures and with all applicable federal and state employment laws
- Completes all other duties as directed/assigned
Qualifications
Any combination of education and experience providing the required skill and knowledge is qualifying.
Typical qualifications would be equivalent to:
Education/Experience:
- Bachelor’s Degree, emphasis in hospitality, communications, event planning
or related field
- Minimum of 2-5 years’ experience in event planning
Skills:
- Excellent communication skills, both interpersonal and written
- Excellent customer service skills
- Member-oriented and service-minded
- Demonstrates creativity, diplomacy and ability to remain calm under pressure
- Strong project management and organizational skills with ability to multi-task,
meet tight deadlines and focus on the details
- Ability to plan and prepare event budgets
- Ability to work and coordinate with several internal departments
and external resources
- Computer literate - proficient in:
- MS Office Suite
- Adobe Creative Suite
- Various social media platforms
- Ability to reason and problem solve without precedent
Knowledge:
- Preferred experience or interest in the health, fitness or nutrition industry
- Strong English grammar and business writing
Licenses:
- Driver’s License - or Transportation to and from work and on occasion miscellaneous work-related trips of short duration
Special Requirements:
- Regular and predictable attendance is required
- Flexible and changing working hours – must be available per business needs including evenings and weekends
- Extended hours (beyond 45) required during high season (May - September) - generally schedule will vary as needed, particularly for special events, promotions, etc.
- Primarily sedentary work, ability to move throughout the facility
- Ability to move 20 pounds on a regular basis
- Visual acuity for computer work
- Ability to type on keyboard up to 50% of time
Working Conditions:
- General office environment; ability to move about the property occasionally which includes movement between buildings and around pool area in extreme hot (or cold) weather conditions
Note: This job description should not be construed to imply that these requirements are the exclusive standards of the position. Incumbents will follow any other instructions and perform any other related duties as may be required. The employer has the right to revise this job description at any time. The job description is not to be construed as a contract for employment. Equal Opportunity Employer.