Special Events Coordinator

About this position

Astor Club

Events Manager

Location: Chicago, Illinois
Salary: $65,000-$70,000 annually
Benefits: Health insurance and paid time off (PTO)
Position: Full-Time

Position Overview

Astor Club, an exclusive private members club located in Chicago's Gold Coast, is seeking an experienced and highly organized Events Manager to oversee private events, member experiences, and live entertainment programming.

The ideal candidate will have a strong background in luxury hospitality, exceptional organizational skills, and a proven ability to execute sophisticated events while maintaining the highest standards of service and professionalism.

This position requires someone who understands the unique expectations of a private members club and can deliver personalized experiences while building lasting relationships with members and guests.

Key Responsibilities

Private Events & Member Experiences

• Manage all aspects of private event bookings, planning, coordination, and execution.

• Serve as the primary point of contact for members hosting private events, celebrations, corporate functions, and special occasions.

• Conduct event consultations, prepare proposals, and coordinate contracts and event details.

• Maintain full ownership of the Club's event calendar, confirming availability and identifying potential scheduling conflicts before any booking is finalized.

• Coordinate with the Executive Chef and culinary team to develop event menus and dining experiences.

• Prepare and distribute detailed Banquet Event Orders (BEOs) to ensure seamless execution.

• Ensure all event charges, deposits, and final payments are properly documented and collected.

• Maintain exceptional member relationships and ensure personalized, attentive service.

Entertainment & Club Programming

• Manage the scheduling and booking of live musicians, performers, and entertainment for the Club.

• Negotiate entertainment contracts and manage performance budgets.

• Develop and coordinate engaging member events, seasonal celebrations, and special programming.

• Work with Club leadership to create a consistent calendar of entertainment and exclusive member experiences.

• Coordinate all entertainment logistics, including scheduling, equipment needs, and performance arrangements.

On-Site Event Management & Staffing

• Be present for private events and Club programming, taking direct responsibility for overseeing execution from setup through completion.

• Determine staffing requirements for each event and coordinate appropriate coverage, including doormen, hosts, floor staff, servers, bartenders, and support personnel as needed.

• Lead on-site event operations, ensuring all team members understand their responsibilities and service expectations.

• Coordinate with Club leadership and department heads to ensure staffing levels are appropriate and labor expenses remain within approved budgets.

• Address operational challenges, guest requests, and last-minute changes promptly and professionally.

• Ensure all events reflect Astor Club's standards of hospitality, service, and presentation.

Event Operations, Financial Management & Reporting

• Work closely with Club management, culinary, and front-of-house teams to ensure successful event execution.

• Oversee event budgets, expenses, and profitability.

• Identify opportunities to increase private event bookings and event-related revenue.

• Maintain accurate records of bookings, contracts, vendor agreements, and payments.

• Coordinate outside vendors, entertainment providers, rental companies, and other event partners.

• Submit a brief written report to the Executive Director following each event, summarizing attendance, event revenue, member feedback, and any operational concerns or recommendations.

• Ensure events meet the Club's standards for hospitality, presentation, and member satisfaction.

Required Qualifications

• Minimum of three years of professional event management experience.

• Demonstrated experience planning and executing large-scale events for 300 or more guests.

• Prior experience working in or extensive familiarity with private members clubs, luxury social clubs, or exclusive hospitality establishments.

• Strong understanding of fine dining, luxury hospitality, and elevated service standards.

• Proven ability to manage multiple events, vendors, and deadlines simultaneously.

• Excellent communication, negotiation, and organizational skills.

• Experience managing event budgets, contracts, and vendor relationships.

• Ability to work evenings, weekends, and holidays as required by the Club's event schedule.

• Professional demeanor, discretion, and a commitment to maintaining member confidentiality.

Compensation & Benefits

• Annual Salary: $70,000

• Health Benefits: Employer-provided health insurance

• Paid Time Off: PTO in accordance with Club policy

• Opportunity to play a key leadership role in developing private events and member programming at Astor Club.

About Astor Club

Located in Chicago's historic Gold Coast neighborhood, Astor Club is a private members club dedicated to exceptional hospitality, fine dining, entertainment, and personalized experiences. Our goal is to create an environment where members feel welcomed, valued, and connected through outstanding service and memorable experiences.

We are looking for an Events Manager who shares our commitment to excellence and understands the importance of creating exceptional experiences for our members.

Location and commute

Chicago, IL .

Plan your route with Google Maps. Travel times and transportation options vary; confirm the work location with the employer before commuting.

How to apply

Review the vacancy and complete the application on the employer or recruitment partner’s website. Requisition ID: WJ-3274225562.