Special Events Assistant

This is a full-time, year-round position, not a seasonal job.

The Special Events Assistant supports the planning and coordination of events at Lajitas Golf Resort, helping ensure each event is well organized and provides the level of service and experience expected by our guests.

• Learn and effectively use Agilysys as it relates to reservations, guest information, room availability, rates, and special events. 

• Maintain a working knowledge of current resort room rates, packages, room types, and availability. 

• Meet with guests and event contacts as needed and provide professional, friendly assistance throughout the planning and event process. 

• Assist with coordinating weddings, group functions, meetings, private events, celebrations, and other special events held at the resort. 

• Assist with event preparation, including reviewing event details, schedules, guest needs, room requirements, setups, and special requests. 

• Maintain accurate inventory of Special Events equipment and supplies, including items being used, stored, checked out, returned, damaged, or needing replacement. 

• Help ensure event equipment and supplies are available and ready before scheduled events. 

• Communicate event information and changes to the appropriate resort departments. 

• Work closely with departments such as Front Desk, Reservations, Housekeeping, Food & Beverage, Banquets, Golf, Transportation, and Maintenance when event coordination requires it. 

• Assist with guest room blocks, room availability, and event-related lodging needs. 

• Conduct or assist with property and event-space tours for guests and prospective clients. 

• Help confirm that event spaces are properly set and prepared according to event requirements. 

• Be present during events when scheduled to assist with guest needs, changes, questions, and unexpected issues. 

• Maintain organized event files, correspondence, notes, contracts, schedules, and other event-related documentation. 

• Follow up on assigned event details and communicate any concerns or incomplete items to the appropriate manager. 

• Maintain professional communication with guests before, during, and following events. 

• Assist the Special Events department with additional administrative and operational duties as assigned. 

To be successful in this position, an individual must be able to perform 

each essential duty effectively. The qualifications listed below represent 

the skills, knowledge, and abilities required. Reasonable accommodations 

may be made to enable individuals with disabilities to perform essential 

functions. 

Education/Experience: 

High school diploma or equivalent preferred. Previous experience in hospitality, 

special events, guest services, administrative support, or a related field is preferred. 

An equivalent combination of education, training, and experience will be 

considered. 

Computer Skills: 

Basic proficiency with Microsoft Office programs and the ability to learn resort 

systems and software, including Agilysys. Must be comfortable using email, 

calendars, spreadsheets, reservation information, and other systems necessary for 

event coordination. 

Language Ability: 

Ability to read and understand event information, guest requests, schedules, 

contracts, and resort procedures. Must be able to communicate clearly and 

professionally with guests, coworkers, vendors, and management both verbally and 

in writing. 

Math Ability: 

Ability to perform basic math necessary for event-related tasks, including 

quantities, inventory, guest counts, rates, pricing, and other basic calculations. 

Reasoning Ability: 

Ability to understand and follow event details, prioritize responsibilities, and handle 

multiple tasks at the same time. Must be able to recognize problems, make 

appropriate decisions within the scope of the position, and seek assistance when 

needed.