Event Planner/Coordinator

Events Administrative Coordinator – Private Dining & Special Events

Tortoise Supper Club | Downtown Chicago

Position: Part-Time, Temporary (Maternity Leave Coverage)
Start Date: ASAP
Location: On-site

Overview

Tortoise Supper Club is seeking a highly organized, detail-oriented, and proactive Events Administrative Coordinator to support our Private Dining & Special Events team.

This role focuses on finalizing event details, preparing event materials, and ensuring seamless communication between clients, the sales team, restaurant management, and culinary team. The ideal candidate thrives in a fast-paced environment, manages multiple deadlines with ease, and takes pride in accuracy and follow-through.

Key Responsibilities

Monitor upcoming private events in Tripleseat, ensuring all details are accurate and complete.
Communicate with clients to confirm guest counts, menus, dietary restrictions, floor plans, and outstanding event details.
Track deadlines and proactively follow up on missing information.
Prepare and distribute event packets, including Banquet Event Orders (BEOs), floor plans, InDesign menus, and signage.
Maintain the event whiteboard and prepare and post chef sheets.
Communicate event updates and changes to restaurant management and the culinary team.
Provide general administrative and event coordination support as needed.

Qualifications

Exceptional organizational skills, attention to detail, and ability to manage multiple priorities.
Strong written and verbal communication skills with a professional, customer-service-oriented approach.
Proactive, dependable, and comfortable working independently.
Proficiency in Microsoft Office and ability to learn new software quickly.
Previous administrative, event coordination, or hospitality experience preferred.
Experience with Tripleseat, Adobe InDesign, or banquet event operations is a plus.

Position Details

This is a part-time, temporary, on-site position providing maternity leave coverage. Immediate availability is strongly preferred.

To Apply: Please submit your resume, relevant experience, and earliest available start date.

((Do not call the restaurant or apply in person))

Pay: $24.00 - $26.00 per hour

Expected hours: 12.0 – 15.0 per week

Benefits:

Flexible schedule

Work Location: In person