Wedding Coordinator - Casino jobs in New York

Wedding & Event Coordinator 
Reports to: COO     Created: March 2024 

This is a full-time, non-exempt position  

Job Responsibilities: The Buffalo and Erie County Botanical Gardens seeks an enthusiastic and motivated Wedding & Event Coordinator to create life-long memories for our clients. The Wedding & Event Coordinator is responsible for selling our amazing space for wedding ceremonies, receptions, showers, parties, corporate events, and more. This position is required to express our Wow, Wonder, and Welcome culture to our clients through exceptional client communication and by creating memorable events for our clients. This position is an essential part of the overall Wow, Wonder and Welcome visitor experience at the Botanical Gardens. 

Wow, Wonder and Welcome Client Communication 

• Incorporate Wow, Wonder, and Welcome into every guest experience. 
• Establish positive relationships with clients, caterers, vendors, etc... 
• Every wedding and private event at the Botanical Gardens should be a memorable experience that is filled with kind and professional interactions. 
• Coordinate client and vendor communication, keeping communication prompt and a constant priority - answer and return phone calls and email inquiries in a timely manner to capitalize on potential sales. 
• Create positive memories rooted in kindness, empathy and understanding that will last a lifetime for our clients. 

Weddings & Private Events  

• Comprehensive event coordination from inquiry to breakdown. Plan and execute private events including wedding ceremonies, receptions, corporate parties, cocktail parties and more at the Botanical Gardens. 
• Lead by example to ensure a welcoming environment and an excellent experience for clients from their first encounter to their last encounter with the Botanical Gardens.
• Meet and exceed weekly, monthly and annual sales goals.
• Lead venue tours with clients to sell our event spaces to clients for their special event.
• Lead client sessions to ensure all aspects of their event (as it pertains to our venue) is thoughtfully planned.
• Coordinate client appointments through our Bookings software and on the shared calendar.
• Share in the responsibility of event set-up and breakdown (tables, chairs and other equipment).  
• Establish relationships and maintain a high standard of communication with clients, caterers, vendors, sponsors, co-workers, volunteers and committees.  
• Collaborate with the COO and Marketing & Events team to actively seek new business for private event bookings. This includes researching potential clients and finding new ways to reach these audiences. 
• Work collaboratively with the COO and Marketing & Events team to assist in creating marketing materials for private events that include, but are not limited to, social media posts, blog posts, email blasts, brochures, etc.

General Responsibilities & Teamwork 

• Work collaboratively with all departments to ensure fundraising events (including the Gala) are effectively planned and executed.
• Positively serves as a representative of the Botanical Gardens to all clients, visitors, vendors, and any/all external sources. 
• Work collaboratively with Botanical Gardens' staff to promote open communication regarding daily activities on the shared calendar. 
• Work a flexible schedule. Evenings, weekends and holidays will be required.
• Champion of the organizational wide software - Altru. 
• Additional duties as assigned. 

Education, Skills, Qualifications:            

Education and Experience:  

• Associates Degree or relevant experience in the hospitality or related field and at least one year of experience in event planning or event management. Non-profit experience preferred. 
• The ability to multitask in a fast-paced environment while maintaining strict attention to detail.  
• Excellent written and oral communications skills. 
• The ability to work under own initiative, possess strong organizational skills, have a positive attitude and apparent enthusiasm for the job and the organization.

Skills and Characteristics:        

• The ability to take initiative, possess strong organizational skills, have a positive attitude and apparent enthusiasm for the job and the organization.
• Strong interpersonal skills, including the ability to take charge of situations, as well as the ability to collaborate creatively to solve problems. 
• The ability to multitask in a fast-paced environment while maintaining strict attention to detail.  
• Strong computer skills, including all Social Media platforms, Microsoft Word, Excel and Outlook, are required. 
• Self-motivated, trustworthy, reliable, and team-oriented. 
• This person should be creative, have strong interpersonal skills and should possess excellent written and oral communications skills.  
• A passion for mission-driven organizations and healthy professional relationships with co-workers and volunteers as well as a positive attitude and apparent enthusiasm for the job and the organization.   
• Must be willing and able to sustain moderate to heavy physical exertion, with a full range of body motion, lift up to 50lbs, work in all weather conditions including extreme heat for periods of time. 

Professionalism:  

• Maintain a professional appearance at all times. 
• Maintain required attendance and punctuality. 
• Adhere to the policies and procedures outlined in the Employee Handbook. 
  • Shows respect and courtesy in all interactions with all of the Botanical Gardens’ relationships. 

Teamwork and Diversity:  

• Support and communicate with supervisor and co-workers in a cooperative manner. 
• Share in the housekeeping of the Botanical Gardens to ensure staff and visitor safety. 
• Assist other departments as requested. 
• Practice respect, fair treatment, and acceptance of people of all identities, beliefs, and viewpoints in all interpersonal interactions. 
• Demonstrate initiative in learning about and implementing skills related to diversity, equity, inclusion and accessibility.  

 
Diversity, Equity, Inclusion and Accessibility  

We are committed to overcoming barriers to be the most inclusive organization we can be, where all feel welcome and included and we can grow together. All employees have a responsibility to treat others with dignity and respect at all times. A successful work environment is built on:  

• Respectful communication and cooperation between all employees. 
• Fair treatment, and acceptance of people of all identities, beliefs, and viewpoints in all interpersonal interactions. 
• Teamwork and employee participation that embraces all perspectives. 
• Demonstrating initiative in learning about and implementing skills related to inclusion, diversity, equity, and accessibility. 
• Employer and employee contributions to the communities we serve to promote a greater understanding and respect for diversity. 

Our Mission  
Deepening the connection between people and plants through beautiful gardens and extraordinary experiences.  

Core Values  
The Buffalo and Erie County Botanical Gardens welcomes all visitors and is committed to creating an environment free of discrimination and harassment where all individuals are treated with respect. The Society strives to ensure that its collection, facilities, and programming are inclusive and accessible in order to provide a successful and engaging experience for all audiences. It is extremely important to us that our employees demonstrate the utmost respect for co-workers, volunteers, visitors, our plant collections, historic conservatory, grounds and campus buildings.  

• We are fascinated by plants. Plants provide fundamental nutrients that sustain life on our planet. We connect people to the power of plants through educational storytelling and an inspiring, immersive plant environment. 
• We create wonder. We are innovative and enthusiastic; we embrace possibility. Through curating rich and colorful educational experiences, we seek to inspire curiosity about the natural world. 
• We respect our planet. We recognize that Earth’s health fundamentally depends on a thriving ecosystem of plants and pollinators. We respect our environment, preserve natural resources, and strive to improve sustainability. 
• We welcome The Buffalo and Erie County Botanical Gardens is for everyone. We are committed to being wholeheartedly inclusive, where all feel welcome. We continue to work to overcome barriers, address systemic injustices, and challenge ourselves to grow together and to be the most welcoming organization we can be. 
• We celebrate our legacy. We are stewards of our historic conservatory and our legacy. We celebrate the stories of those who came before us and excite generations of visitors into the future.

Botanical Gardens’ Culture  
We strive to create Wow, Wonder and Welcome within your teams and for the public. We create the Wow factor by being innovative, creative and enthusiastic, by embracing all possibilities and celebrating our successes. We generate Wonder by building experiences that are beautiful, colorful, inspire curiosity and encourage our visitors and each other to be engaged in the natural world. We are always inclusive and Welcoming to all by being kind, empathetic and respectful to all individuals and their unique perspectives. We look forward to exploring how you can positively contribute to our Wow, Wonder and Welcome culture.  

Benefits  
This is a full-time position, and we offer a wide range of benefits including health, dental, vision, and life insurance, a retirement plan option with company match, PTO, vacation time and flexible scheduling.