Assistant Venue Director

NP Wedding and Event Business Job Duties

• Reports to the Venue Director and aligns working hours to a core schedule of Tuesday–Friday, 10:00 AM to 5:00 PM MDT (excluding holidays). The Venue Director will prioritize coverage of all Event Business-related activities (e.g., scheduled tours, client meetings, promotional events, etc.) and then will assign additional tasks, work schedule, and office hours as needed to ensure coverage. Additional hours, including overtime, may be required based on event needs and at the discretion of the Venue Director. Job duties are to be completed onsite. The Venue Director will ensure there is coverage for core business hours and manage staff schedules to ensure that either the Venue Director or Assistant Venue Director are available during these times.
• Temporarily fulfill the role of Venue Director if the Venue Director is unable to perform their duties due to illness or absence.
• The Assistant Venue Director responsibilities include coordinating with couples, planners, and vendors to align on timelines, décor, and service expectations. Ensure that operational aspects, including venue maintenance, venue setup, and catering logistics, are executed to the highest standard.
• Support the Venue Director in managing budgets, scheduling, and vendor contracts, and be the onsite point of contact to quickly resolve any issues and ensure guest satisfaction.
• Host scheduled and unscheduled wedding tours, ensuring that couples receive a warm, enthusiastic welcome and detailed information about event options. Tours are to be completed during core business hours when feasible.
• Team with the Venue Director to determine the most effective advertising methods (e.g., websites, magazine ads, tour brochures, etc.) and create compelling content for each. Collect and utilize client feedback to continually improve events.
• Create, populate, and distribute detailed Wedding Day Checklists based upon Final Details Meetings with each set of clients. Include photos of the couple’s selected décor to enable staff to accurately reproduce the décor during event setup.
• Ensure that event-related items, including but not limited to laundry, plateware, linens, and decorative items, are clean and available for event use.
• Provide couples with essential details, including rehearsal-specific information, as their wedding date approaches.
• Coordinate with all third-party vendors to provide setup information, NP policies, and scheduling information to ensure a smooth flow of events on wedding days.
• Work with the NP Board of Directors (BOD) to provide detailed financial information (income, expense, and booking reports) regarding the Wedding and Event Business as requested.
• Implement and maintain a tracking system for all payment checks exchanged with Blue Door Management Company, including both Wedding and HOA events.
• Attend off-site educational and marketing/promotional events (e.g., Wedding Collective, Wedding Expo, etc.). Training activities are to be completed within the defined budget and are not guaranteed.
• Inspect the clubhouse on the first business day after events to ensure the facility has been thoroughly cleaned and returned to its original condition. Report any damage to the Venue Director. Request additional cleaning or maintenance if required.
• Perform seasonal maintenance tasks (e.g., replace twinkle lights, refresh décor, organize storage areas, etc.).
• Perform nearly all duties on Nature Pointe premises. Exceptions include performing off-site Event Business-related activities such as running errands to procure supplies, attending approved meetings/conferences/trade shows, etc. The Assistant Venue Director may work from home on suitable tasks (e.g., working on the NP website or financial records, contacting clients or vendors) only when approved in advance by the Venue Director and should generally be limited to cases of inclement weather, illness, or other temporary circumstances.
• Keep accurate records of tasks and time worked and submit time entries according to the Employee Handbook.
• Review and sign the Employee Code of Conduct and Employee Handbook annually.

Clubhouse Management Job Duties

• This position will report to the Venue Director. In the role, you will team with the Venue Director, Event Staff, Maintenance Staff, NP BOD, HOA Management Company, Wedding Committee, Social Committee, and other NP volunteers to coordinate schedules, maintenance, and other critical acti…