Weddings & Events Coordinator

Position Type: Full-time employment, 40 hours per week. Non-Exempt under the Fair Labor Standards Act (FLSA).

Description: The Weddings & Events Coordinator is responsible for supporting the planning, sales, and execution of venue rentals and private events at Norfolk Botanical Garden. This role serves as a key point of contact for prospective and confirmed clients, providing exceptional service from initial inquiry through event completion. Primary duties include responding to venue rental inquiries, conducting on-site tours, booking and coordinating weddings, receptions, photography sessions, and corporate/private rentals. The ideal candidate is a professional communicator with strong sales and organizational skills, the ability to manage multiple events and priorities, and a passion for delivering memorable guest experiences in a public garden setting. This position will require weekend, evening, and occasional holiday availability.

Essential Functions:

· Respond promptly and professionally to all wedding and event inquiries via phone, email, and in-person.

· Conduct on-site venue sales tours for prospective clients, showcasing the Garden as a premier rental location.

· Coordinate logistics across departments to ensure seamless execution of weddings and private events.

· Book and manage event rentals, including weddings, receptions, photography sessions, corporate functions, and private parties.

· Provide front office coverage for scheduled and walk-up tours and general client support during regular and rotating shifts.

· Attend and staff weddings, rentals, and Garden-wide events to support onsite execution and client satisfaction.

· Ensure all rental clients are aware of and comply with NBG rental guidelines and Garden policies.

· Maintain accurate records and client information within internal CRM and event management systems.

· Assist with setup and support for Plant Society Shows & Sales, public festivals, and special exhibitions as assigned.

· Represent the Garden in planning meetings, vendor communications, and relevant networking events.

· Maintain flexible availability, including regular evening, weekend, and holiday shifts based on organizational and event needs.

· Assist with Garden-wide special events and other duties as assigned.

Essential Physical Functions:

· This position regularly requires the candidate to sit for long periods of time at a desk, using a computer with a keyboard and answering the phone.

· The candidate must be comfortable working in an open office setting.

· Must have the ability to work in outside conditions including; high heat, humidity, rain, snow or in cold temperatures.

· Must be able to stand on their feet for the majority of the shift.

· Must have the ability to lift and move event materials up to 40 pounds.

· Must be able to climb stairs or a ladder, bend, stoop and must have the ability to drive a golf cart.

Qualifications:

· High school diploma or equivalent required; associate’s or bachelor’s degree in Hospitality, Events, Business, or related field preferred.

· Minimum of 1–2 years of experience in event sales, hospitality, or customer service.

· Excellent written and verbal communication skills.

· Strong organizational skills and attention to detail, with the ability to manage multiple priorities.

· Ability to work independently and as part of a collaborative team.

· Professional, courteous demeanor and commitment to delivering high-quality guest experiences.

· Familiarity with CRM or event management platforms preferred.

· Must have a valid driver’s license and reliable transportation.

· Weekend, evening, and occasional holiday availability.

Benefits:

· Health insurance including an HSA or copay option (NBG pays 70% of individual premium and 65% of dependent/family premium)

· 403(b) retirement plan with discretionary 4% match

· Company sponsored life-insurance coverage.

· Group rates on voluntary benefits such as dental, supplemental medical expense insurance, FSA, DCA, vision, STD, LTD, accident and critical illness.

· Paid vacation, sick leave and holidays.

· Professional development opportunities.

· Staff discounts on programming & gift shop. NBG logo wear for work provided.

· EAP services for all employees.

Reports To: Director of Weddings & Events and Weddings & Events Manager

This position is represented by International Association of Machinists and Aerospace Workers, AFL-CIO.

Equal Employer Opportunity (EEO) statement: NBG is committed to the principles and ideals of equal employment opportunity. It is, and shall continue to be, the policy and practice throughout NBG to foster equal employment opportunity and non-discrimination for applicants, employees, and volunteers without regard to race, color, sex, religion, national origin, age, marital status, disability status, sexual orientation, gender identity, pregnancy, childbirth or related medical conditions including lactation, status as a veteran, or other protected status, if qualified to perform the essential functions of the job with or without reasonable accommodation.

Pay: $20.50 per hour

Benefits:

401(k)401(k) matchingDental insuranceEmployee assistance programEmployee discountHealth insuranceHealth savings accountLife insurancePaid time offParental leaveProfessional development assistanceRetirement planVision insuranceWork Location: In person