Event Concierge

Position Overview

The Upstairs is seeking a dependable, organized, and hospitality-focused Event Concierge Assistant to support our event coordination team before, during, and after weddings and special events.

This is an assistant-level position designed to provide hands-on support to the Director of Events, Lead Coordinator, couples, vendors, and guests. The Event Concierge Assistant will help carry out established event plans, complete assigned tasks, maintain organized event spaces, and assist with both on-site and occasional off-site wedding coordination duties.

The Event Concierge Assistant will not be solely responsible for planning or managing an event. Instead, this individual will work under the direction of the Director of Events or Lead Coordinator to help ensure that event details are completed accurately and in a timely manner.

Primary ResponsibilitiesEvent-Day Assistance

Assist the Director of Events or Lead Coordinator with the execution of weddings, corporate events, social gatherings, and other events.
Review event timelines, floor plans, setup instructions, vendor information, and assigned responsibilities before each event.
Help prepare the venue before clients, vendors, and guests arrive.
Assist with placing signage, favors, place cards, ceremony items, personal décor, and other event details.
Welcome and direct vendors to their designated setup areas.
Help verify that vendor deliveries and event items are placed in the correct locations.
Assist with keeping ceremony, cocktail hour, dinner, formalities, and other event activities on schedule.
Communicate instructions and updates provided by the Lead Coordinator to vendors, wedding-party members, and venue staff.
Help organize the wedding party before the ceremony.
Assist with lining up and cueing ceremony participants under the direction of the Lead Coordinator.
Direct guests to ceremony, cocktail-hour, reception, restroom, and other venue areas.
Provide general assistance to couples, wedding-party members, family members, vendors, and guests.
Monitor event areas and notify the Lead Coordinator of problems, delays, missing items, or guest concerns.
Help maintain clean, organized, and guest-ready event spaces throughout the event.
Refill supplies, straighten décor, remove clutter, and complete other assigned hospitality tasks.
Assist with gathering personal belongings, gifts, décor, and event items at the conclusion of the event.
Support closing and cleanup procedures as directed.

Client and Planning Support

Assist the Director of Events or Lead Coordinator with planning meetings, venue walkthroughs, final detail meetings, and rehearsals.
Take notes and update planning documents as assigned.
Help organize client information, vendor contact details, timelines, checklists, floor plans, and event files.
Send approved reminders or follow-up communications to clients and vendors.
Help track missing information, selections, guest counts, vendor details, and planning deadlines.
Assist with preparing event folders, emergency kits, signage, printed timelines, and other event materials.
Complete vendor research and gather information for review by the Director of Events or Lead Coordinator.
Confirm appointments, deliveries, vendor arrival times, and other event details when assigned.
Help maintain planning platforms, calendars, shared documents, and internal event records.
Provide general administrative assistance related to upcoming events.

Off-Site Coordination Assistance

Depending on the couple’s coordination package, the Event Concierge Assistant may be assigned to help with wedding-related activities outside The Upstairs.

These duties may include:

Assisting with rehearsals at off-site ceremony locations.
Helping set up or coordinate rehearsal dinners, welcome parties, after-parties, or farewell brunches.
Delivering personal items, décor, signage, welcome bags, or wedding materials.
Assisting with hotel welcome-bag preparation and distribution.
Helping organize transportation schedules and guest information.
Communicating approved instructions to wedding-party members, family members, or vendors.
Assisting with décor setup and breakdown at an off-site location.
Accompanying the Lead Coordinator to vendor meetings or site visits.
Running approved event-related errands.
Supporting the couple and coordination team with other assigned wedding-weekend tasks.

All off-site duties will be completed under the direction of the Director of Events or Lead Coordinator.

Qualifications

Previous experience in events, weddings, hospitality, catering, customer service, or venue operations is helpful but not required.
Strong organizational and time-management skills.
Ability to follow instructions and complete assigned tasks accurately.
Dependable, punctual, and willing to take initiative when appropriate.
Friendly and professional communication skills.
Strong attention to detail.
Ability to work both independently and as part of a team.
Willingness to assist with a variety of responsibilities during events.
Basic proficiency with email, calendars, Microsoft Office, Google Workspace, and online planning tools.
Reliable transportation for local meetings, errands, rehearsals, and off-site events.
Availability to work evenings, weekends, and occasional holidays.

Physical Requirements

Ability to stand and walk for extended periods.
Ability to move throughout the venue, including using stairs.
Ability to lift and carry approximately 25–40 pounds.
Ability to assist with light setup, décor placement, furniture adjustments, and cleanup.
Ability to work in an environment that may include music, crowds, and frequently changing priorities.

Job Types: Part-time, Contract

Pay: $30.00 - $40.00 per hour

Expected hours: 5.0 – 15.0 per week

Work Location: In person