Events Support Executive

Job Description

We invite you to join the world of luxury hospitality at Fairmont Southampton as our new Events Support Executive (Coordinator). The Events Support Executive (Coordinator) reports to the Executive Events Manager and provides operational, administrative and logistical support for the planning and execution of conferences, meetings, incentive programs, weddings and special events.

The role is a key point of support for the Events team, ensuring event information, systems, documentation and client requirements are accurate, timely and effectively communicated while contributing to seamless event delivery and exceptional Fairmont guest experiences.

Key Responsibilities

Operational & Administrative Support

• Support the Events team with Sales-booked and catering-only groups from planning through execution and post-event follow-up.
• Maintain accurate and current event information, activities, traces and documentation within Opera Cloud, OSEM and other relevant systems.
• Prepare, update and distribute BEOs, group resumes, floor plans, correspondence and other event documentation accurately and on time.
• Track key program deadlines, outstanding information, client deliverables and internal follow-up to ensure planning milestones are met.
• Support the coordination of meeting specifications, rooming lists, VIP and suite requirements, amenities, food & beverage, AV, transportation, entertainment, décor and other program details.
• Assist with deposits, billing instructions, banquet checks, master account documentation and final billing reconciliation.
• Coordinate event changes and ensure updated information is communicated promptly to clients and relevant resort departments.
• Support site inspections, planning meetings, pre-convention meetings and post-event reviews, including preparation of required materials and follow-up.
• Maintain organized and complete electronic event files in accordance with hotel and brand standards.

Guest Experience & Client Support

• Respond to routine client and meeting planner requests promptly and professionally, escalating significant changes, concerns or commercial decisions to the appropriate Event Manager.
• Build positive relationships with clients and meeting professionals while providing responsive, personalized service aligned with Fairmont luxury standards.
• Anticipate client and guest needs and support the Events team in delivering thoughtful, memorable experiences.
• Assist with guest concerns and service recovery, escalating appropriately when required.
• Provide onsite support during group arrivals, meetings, functions, VIP events and other key program moments as required.

Cross-Functional Collaboration & Teamwork

• Coordinate closely with Sales, Banquets, Culinary, Front Office, Reservations, Housekeeping, Concierge, AV and other resort departments to support seamless event delivery.
• Liaise with DMCs, transportation providers, vendors and other external partners as directed by the Event Manager.
• Support the coordination of resources, equipment, signage, amenities and materials required for event execution.
• Communicate program updates and changes accurately and promptly to relevant departments and partners.
• Foster strong teamwork across Events, Sales and Operations and contribute to a positive, service-focused work environment.

During the resort's reopening phase, support the implementation of event standards, templates, systems, SOPs and processes

Qualifications

What will you bring to this role?

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions: ·

Education

• Diploma or Bachelor's Degree in Hospitality, Event Management or a related field preferred, or equivalent relevant experience.

Experience

• Minimum 1–3 years of experience in Conference Services, Event Coordination, Catering or a related hospitality role.
• Experience within a luxury hotel, resort or large-scale event environment is an asset.
• Experience supporting group, incentive, conference, wedding or special event programs preferred.

Competencies, Knowledge & Skills

• Exceptional organization, administration and attention to detail, with strong follow-through.
• Excellent interpersonal and written and verbal communication skills.
• Ability to prioritize and manage multiple events, deadlines and changing requirements in a fast-paced environment.
• Proactive, resourceful and solutions-focused with the confidence to take initiative within established responsibilities.
• Strong commitment to accuracy, particularly with event documentation, systems and client information.
• Knowledge of food & beverage, banquet and event operations is an asset.
• Proficiency with Opera Cloud, OSEM or comparable Sales & Catering platforms and Microsoft Office; CVENT experience is an asset.
• Collaborative team player with a passion for luxury hospitality and exceptional guest service.

Personal Attributes, Culture & Values

• Embrace the Fairmont brand promise and luxury in your role and in all your interactions.
• Foster an inclusive environment where every individual feels valued and respected

Other Requirements

• Flexibility to work evenings, weekends, holidays and extended hours based on event requirements.
• Ability to provide onsite support during events and key program periods as required.

Additional Information

Employee Benefits:

Join our team and enjoy a range of exclusive colleague perks, including complimentary upgrades, extended stays, discounted stays across Fairmont & Raffles properties, special dining and wellness discounts, and added luxuries to enhance your experience. We believe in taking care of our team, ensuring that your hard work is rewarded with exceptional benefits. Add any other benefits relevant to your property.

What’s in it for you?

As part of Accor, a global hospitality leader with over 5,500 hotels worldwide, you’ll enjoy:

• Opportunities for growth and development, mentorship, and international mobility
• Health insurance, retirement savings plans, and comprehensive wellness programs
• Worldwide travel discounts and preferred rates across the Accor portfolio
• A supportive, inclusive culture grounded in respect, teamwork, and professional development

Start your journey with us today and explore the possibilities! #BeLimitless

Our Values

Respect: We value the needs, ideas and individuality of others. We treat everyone with fairness and dignity.

Excellence: We make genuine connections, and we cherish every opportunity to make the people around us feel special.

Belonging: We celebrate our differences. We support each other and we always stand together.

Empowerment: We have authority to take initiative and anticipate moments that create unforgettable experiences.

Integrity: We build trust through mutual respect and being authentic.

Your team and working environment:

Fairmont Southampton is a premier luxury resort and regarded as a leader in the hospitality industry.  Our mission is to turn moments into memories for our Guests.  An exciting hospitality career awaits you if you are committed to providing our Guests with an authentically local experience through providing warm and engaging service.

Our Heartists work cohesively as part of the team in a demanding, multi-cultural diverse environment.

Our commitment to Diversity & Inclusion:

Fairmont is committed to creating an inclusive environment where diverse talent thrives. We welcome candidates from all backgrounds to join our team.