Events Support Executive (Coordinator

We invite you to join the world of luxury hospitality at Fairmont Southampton as our new Events Support Executive (Coordinator). The Events Support Executive (Coordinator) reports to the Executive Events Manager and provides operational, administrative and logistical support for the planning and execution of conferences, meetings, incentive programs, weddings and special events. The role is a key point of support for the Events team, ensuring event information, systems, documentation and client requirements are accurate, timely and effectively communicated while contributing to seamless event delivery and exceptional Fairmont guest experiences., Operational & Administrative Support Support the Events team with Sales-booked and catering-only groups from planning through execution and post-event follow-up.

Maintain accurate and current event information, activities, traces and documentation within Opera Cloud, OSEM and other relevant systems. Prepare, update and distribute BEOs, group resumes, floor plans, correspondence and other event documentation accurately and on time. Track key program deadlines, outstanding information, client deliverables and internal follow-up to ensure planning milestones are met.

Support the coordination of meeting specifications, rooming lists, VIP and suite requirements, amenities, food & beverage, AV, transportation, entertainment, décor and other program details. Assist with deposits, billing instructions, banquet checks, master account documentation and final billing reconciliation. Coordinate event changes and ensure updated information is communicated promptly to clients and relevant resort departments.

Support site inspections, planning meetings, pre-convention meetings and post-event reviews, including preparation of required materials and follow-up. Maintain organized and complete electronic event files in accordance with hotel and brand standards. Guest Experience & Client Support Respond to routine client and meeting planner requests promptly and professionally, escalating significant changes, concerns or commercial decisions to the appropriate Event Manager.

Build positive relationships with clients and meeting professionals while providing responsive, personalized service aligned with Fairmont luxury standards. Anticipate client and guest needs and support the Events team in delivering thoughtful, memorable experiences. Assist with guest concerns and service recovery, escalating appropriately when required. Provide onsite support during group arrivals, meetings, functions, VIP events and other key program moments as required.

Cross-Functional Collaboration & Teamwork Coordinate closely with Sales, Banquets, Culinary, Front Office, Reservations, Housekeeping, Concierge, AV and other resort departments to support seamless event delivery. Liaise with DMCs, transportation providers, vendors and other external partners as directed by the Event Manager. Support the coordination of resources, equipment, signage, amenities and materials required for event execution.

Communicate program updates and changes accurately and promptly to relevant departments and partners. Foster strong teamwork across Events, Sales and Operations and contribute to a positive, service-focused work environment. During the resort's reopening phase, support the implementation of event standards, templates, systems, SOPs and processes To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

The requirements listed below are representative of the knowledge, skills, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions: ·, Diploma or Bachelor's Degree in Hospitality, Event Management or a related field preferred, or equivalent relevant experience., Minimum 1-3 years of experience in Conference Services, Event Coordination, Catering or a related hospitality role.

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