Events and Marketing Coordinator

Hastings House is a boutique Relais and Chateaux hotel on 22 acres of beautiful gardens and grounds. The Events and Marketing Coordinator is an integral part of the Reception and Office teams, seamlessly contracting, booking, invoicing, and coordinating all details for weddings, corporate groups, and regular tour groups. The Events Coordinator also works closely with the dining and culinary team to create menus, post orders and design seating plans for group receptions. The Marketing Coordinator will create marketing content, both visual and written, for use on social media, in local marketing channels and in our monthly newsletter. This ideal candidate will be an enthusiastic self-starter and team player who enjoys working directly with clients (on the phone, by email and in person) and other team members to manage and promote events at Hastings House. As the Events and Marketing Coordinator is a member of the Reception and Office teams, the ideal candidate will assist with administrative tasks, including working some front desk shifts during the shoulder season ass needed as well as office shifts during our seasonal closure November to mid March. Join our tight-knit team and help share the beauty and culinary delights of both Hastings House and Salt Spring Island

Responsibilities:

Events Coordinator (60% of role):

· Answer all event emails in a timely manner, introducing prospective clients to the offerings of Hastings House and Manor Dining and Wellspring Spa

· Offer site tours for wedding couples and their families

· Draw up estimates and contracts for prospective wedding couples and corporate groups

· Create room allocations in WebRez Pro for group stays for weddings, corporate retreats, tour groups, and family reunion groups, including all details needed for check-in

· Take appropriate deposits for group bookings for hotel and dining

· Liaise with chefs to create custom reception menus as required

· Post menus with pre-orders for all groups, including allergy notes

· Create place cards and convey seating plans to Dining Room Manager for group dining

· Distributing Departmental Needs forms and Banquet Events Orders to Dining and all relevant teams to ensure inter-departmental communication

· Offer rehearsals for couples

· Liaise with wedding planners for larger events over 40 that require external planners

· For smaller events, confirm all vendors are in place and curate all elements of our small weddings packages

· Coordinate events on the day-of, including coordinating bell-team, assisting couples and corporate groups, overseeing set up and take down of in-house furnishings

· Finalize all billing for events and sending final statements to clients

· Solicit feedback and create graphic review cards to promote events to potential clients on social media and the website

Marketing Coordinator (30% of role):

· Plan and coordinate seasonal sales for the hotel and spa and seasonal events for the restaurant in consultation with the General Manager and culinary team

· Promote these special rates and events on the website, in the newsletter, on social media, and through local marketing channels

· Take seasonal photos of the property for use in marketing initiatives

· Gain familiarity with and maintain a database of property photos

· Create graphic cards in Canva for use in print or digital advertising and for social media and the newsletter

· Submit photos and advertising copy each week to an external marketing team for posting on social media and in Google Ads

· Write a monthly newsletter in Mailchimp

· Regularly make simple textual updates to the website using WordPress

· Create print products, such as catering menus, weddings at a glance documents, rate sheets and other useful office tools and checklists

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Administrative Duties (10% of role):

· Assist at the front desk during the shoulder season, including answering phones and emails, welcoming guests, making hotel reservations, spa bookings and dinner reservations

· Purchase branded products

Qualifications:

· Enthusiastic and detail oriented

· An excellent communicator and team player

· A passion for hospitality and offering guests a great experience

· Significant customer-service and event-related experience

· Significant writing, marketing or promotional experience

· Experience with MS Office

· Experience with WebRez Pro or another hotel software an asset (training provided)

· Experience with Canva and WordPress an asset

Benefits:

· Competitive full-time salary

· Newly renovated staff accommodation at subsidized rental rate within walking distance to hotel

· Extended health and dental benefits after three months of employment

· Event gratuities

· Office located on a lovely 22-acre waterfront property

· Share your love of Salt Spring with others and grow as a hospitality professional

Job Type: Full-time

Pay: From $60,000.00 per year

Benefits:

• Dental care
• Extended health care
• On-site parking
• Vision care

Ability to commute/relocate:

• Salt Spring Island, BC: reliably commute or plan to relocate before starting work (required)

Work Location: In person