Wedding & Event Coordinator (PM)

Divas With The Details is a luxury event planning company focused on removing the stress from planning life’s most important celebrations. DWTD specializes in full and partial planning, detailed timeline creation and execution, day-of coordination, and event setup and breakdown. Divas With The Details aims to feel like trusted friends while delivering a professional, high-quality event experiences for clients. Job Summary: We are seeking a detail-oriented and highly organized Event Coordinator to ensure seamless execution of 15-20 weddings and special events per calendar year. As the primary point of contact on the event day, you will oversee logistics, manage timelines, coordinate with vendors, and ensure the client’s vision comes to life. This role requires excellent communication, problem-solving skills, and the ability to think on your feet in a fast-paced environment. Required: Night and weekend availability (including Fridays) Access to a printer Reliable Transportation (no rideshares, public transportation) Key Responsibilities: Serve as the on-site event lead, ensuring smooth execution from setup to breakdown. Review and manage event timelines, floor plans, and vendor schedules. Act as the primary point of contact for clients, vendors, and venue staff. Oversee ceremony and reception details, including processional coordination, décor placement, and timeline adherence. Troubleshoot and resolve any last-minute issues that arise during the event. Ensure vendors fulfill their contracts and deliver services as expected. Assist with guest management, seating arrangements, and event flow. Provide support to the client, family, and wedding party as needed. Attend a final walkthrough call before the event to confirm all details are in place. Facilitate event breakdown and ensure all personal belongings and rental items are accounted for. Pre-Event Duties: Review event details including timelines, vendor contracts, floor plans, and seating charts. Distribute an event-day schedule to vendors, and key personnel. Attend the wedding rehearsal (if required) to ensure the processional and ceremony run smoothly. Event Day Duties: Oversee event setup to ensure all elements (decor, tables, chairs, signage) are correctly placed. Coordinate with vendors (caterers, florists, photographers, DJs, etc.) to confirm arrival times and expectations. Manage vendor arrivals and direct them to their designated areas. Act as the point of contact for the client, vendors, and venue staff, handling any questions or concerns. Coordinate the ceremony processional to ensure proper timing and order. Keep the event on schedule by guiding the client, guests, and vendors through the timeline. Assist with guest management, including seating, special accommodations, and directing them as needed. Handle last-minute changes or issues (e.g., vendor delays, weather adjustments, missing items). Ensure smooth transitions between key moments (ceremony to cocktail hour, dinner to dancing, etc.). Monitor and cue important moments like toasts, cake cutting, and first dances.