Event Coordinator

Position: Event Coordinator
Location: The Setai, Miami Beach

Position Summary:
The Event Coordinator supports the planning and execution of intimate, high-touch guest experiences across all dining outlets and select private spaces. This role ensures seamless coordination, operational excellence, and an elevated guest experience in alignment with The Setai’s standards and Forbes expectations.

Key Responsibilities:

• Coordinate private dining, group reservations, VIP experiences, and special activations across all outlets
• Serve as the primary point of contact for confirmed events, ensuring clear and consistent communication with clients and internal teams
• Prepare and distribute detailed event summaries (BEO-style) to ensure full alignment across departments
• Partner closely with Food & Beverage leadership to execute events in accordance with service standards and operational flow
• Oversee events in real time, maintaining a strong floor presence and anticipating guest needs
• Ensure all setups, timing, and presentation meet The Setai’s standards, including table settings, ambiance, and service sequence
• Work closely with captains and managers to ensure pre-shift communication, grooming standards, and service readiness are upheld
• Support OpenTable management by ensuring all group reservations and special requests are properly noted and executed per service (breakfast, lunch, dinner, brunch)
• Maintain accountability for accuracy of details, including menus, timing, guest preferences, and billing
• Manage last-minute changes with professionalism, discretion, and a solutions-oriented approach
• Identify opportunities to enhance revenue through curated experiences and personalized service
• Ensure all post-event follow-up and internal documentation is completed accurately

Daily Focus:

• Review all upcoming events, group bookings, and VIP arrivals across outlets
• Ensure OpenTable reflects accurate details and notes for each reservation
• Communicate daily priorities with outlet managers and operational teams
• Conduct pre-service walkthroughs to ensure readiness, cleanliness, and presentation
• Verify captains are reviewing key event details during line-ups, including grooming and service expectations
• Monitor events and guest experience throughout service, addressing any opportunities in real time
• Maintain organized and up-to-date event records

Qualifications:

• Previous experience in luxury hospitality, events, or high-end restaurant operations
• Strong understanding of service standards within a Forbes-rated environment preferred
• Exceptional attention to detail and organizational skills
• Polished communication and professional presence
• Ability to multitask and perform under pressure while maintaining composure
• Flexible schedule, including evenings, weekends, and holidays

Core Competencies:

• Execution excellence
• Attention to detail
• Strong communication and collaboration
• Professionalism and discretion

What we offer:
Medical Insurance
Dental Insurance
Vision Insurance
Life Insurance
Short Term Disability Insurance
Retirement plan - 401(k) program.
Generous Paid Time Off Program
Bereavement Pay
Jury Duty Pay
Food & Beverage Discounts
Spa Discounts
Employee Referral Program
Duty Meals
Uniforms & Maintenance of Uniforms

EOE/ DFWP