Wedding Planner (Trainee)

Dream Job Alert! Can you imagine getting paid to obsess over details, be your people pleasing self and use your awesome organizational skills to bring weddings and events to life? We’re looking for the right person to join our team in assisting our lead planner and company owner to organize, plan and execute celebrations. This is the perfect job for someone who wants to bring happiness to others while building a career that doesn’t feel like a job.

We are a growing wedding planning and design company located in Kingston, New York. We serve clients getting married in the Hudson Valley region and destinations. Our clients are not getting married in your typical ballroom. They are hosting a full weekend of events and choosing fun places like barns, private estates, industrial spaces, inns and vineyards to celebrate. They are not your traditional wedding couple. They love outside the box wedding experiences. Our mission is to provide our clients with the support and expertise they need to have a fun and stress-free wedding weekend.

We are hiring an Office Assistant and Lead Planner Trainee. We are seeking someone who is a self-starter, passionate about helping others, detail-oriented, slays due dates and deadlines, an overachiever when it comes to goals, and can really bring the best attitude with positive vibes to every day. The position is ideal for someone who loves office tasks but also is willing to jump in and help with events. You will also work alongside the owner of the company and lead planner acting as her personal assistant at times. In addition to assist in the office, you will assist at actual events on weekends with opportunity to train to be a lead planner on our team.

Let’s talk about the fun part of the job:

• You get to travel to cool places for work. Our office is located in Historical Kingston but we plan events throughout the Hudson Valley, New England, NYC, and destinations so you will get to explore some cool places with us.
• The work is fun, and rewarding. You will be working directly with our lead planner planning fun events. While the behind the scenes work can be challenging and not always easy, it’s rewarding watching our clients have the best day of their lives.
• You will get to experience and try new things while growing and expanding your knowledge. That’s not something a typical desk job would ever give you. As an assistant to our lead planner, you will have the opportunity to learn all about events and planning (hands on training). You will also get to participate in educational opportunities such as trade shows and conferences and attend networking events. We encourage our team to learn and grow.
• You’ll get to embrace your creative side. There will be lots of opportunities to be creative. We get to design weddings and create some pretty special elements to each event we plan.

Responsibilities

What you’ll be responsible for:

• Phone calls and Emails with clients and vendors
• Attending client and vendor meetings and calls with lead planner
• Managing Google Calendar - scheduling appointments and creating zoom meetings
• Preparing, updating and organizing event day documents in Word and Excel, Google Sheets and Google Docs
• Inquiring, and organizing hotel blocks and shuttle transportation for events
• Updating and maintaining project management software and CRM
• Assembling and mailing invitations for clients as well as tracking guest list
• Organizing and assembling welcome gift bags for guests, delivering welcome bags
• Creating schedules for events
• Updating budgets and tracking payments
• Creating and maintaining spreadsheets for training assistant planners
• Updating Standard Operating Procedures as needed
• Preparing and managing rental orders
• Preparing decor for events
• Assisting lead planner with rental delivery check ins
• Set up of decor items
• Directing guests and wedding party
• Assisting clients
• Directing vendors
• Assistant to lead planner with all office aspects and occasional event day tasks

YOU’LL KNOW YOU’RE THE RIGHT FIT HERE AND WILL BE SUPER SUCCESSFUL IF….

1. You’re the type of person who gets joy out of getting things done. Every day, you will bang out a list of stuff. Fun stuff. Important stuff. Necessary stuff. You love lists, and checking things off diligently...and maybe you’re even one of those people who writes things onto the list just so you can check it off. That’s great, we love people like you!

2. You are a grammar stickler. You’re the type of person who never sends an email without reading it twice before hitting the send button because spelling mistakes annoy you. You would be embarrassed if someone got an email with grammar errors from you.

3. You’re creative and at least slightly tech savvy. You understand these tools: Word, Excel, Google Suite, Gmail, Google Cal, and Zoom . If you don’t know how something works you will ask or research it until you have all the answers and can figure out how to master it. The tech side of you is inspired by the love for efficiency and making things easier, not harder.

4. You’re good with people. Part of this role will be working with vendors and clients.So, you need to enjoy talking with people and giving/getting direction, and be able to do it with love empathy...even if you’re having a crappy day.

5. You love nailing down the details. You don’t need to race through work and get things done half-assed. You pay attention to the details in every thing you do. You meticulously check things to find mistakes that others make and you fix it quickly.

6. You love organizing and creating systems. It excites you to map out systems that make your job easier. Finding and creating better ways to do things is fun for you. You love color coding and systems of every kind.

7. You love taking the lead on your own projects. You love having full ownership over the creation, execution, and results of your own projects. You’re constantly seeking to improve by asking yourself things like, What’s working? What’s not working? How can I improve this? How can I make this better? What are other people doing in the industry? etc. to achieve amazing outcomes.

8. Punctuality is important to you. You are that person who always shows up early every time and ready to start before the rest of the team. When the meeting starts at 10am to you that means 9:45 am.

9. You are a stickler for details. You know how important details are and you might be a bit of a perfectionist at heart. Every detail is so important no matter how large or small. You appreciate keeping things being just so.

In short, your job is to help the Lead Planner and CEO of the company. And to have fun at work, lots of fun (who wants a job that isn’t fun?!?).

But what I don’t expect is a ton of existing skills for you to qualify for this job. Tools and skills are teachable. We expect intelligence, energy, organization, attention to detail and a get it done attitude.

To learn more about the company, check out our website: christoforaevents.com

APPLICATION DETAILS:

We will likely get 50 applications for this role. We simply don’t have time to interview that many candidates so make this stand out if you really want the position.

This is a part time position to start with potential to become full time. The hours would be 28 a week and likely grow from there into full-time within 12-18 months. Availability Monday through Friday 10 to 6:30pm. Weekend availability is a must during May to October. This is not a seasonal position. This is an in person role and does not include any work from home.

In addition to being a detailed person, you must follow systems and processes. In fact, just to prove that you are detail oriented and can follow procedures, when you apply for this position you must use the secret subject line for the email -- it must include “I have found the best job ever”. Yep, that’s our little trick to sort out the people who blanket send their resume to anyone and everyone, from the folks who are truly interested in this position (that’s you).

We are looking to bring our new assistant on board as soon as possible, but we will spend the necessary time to find the best fit. One thing that will give you a BIG leg up (but, is optional) is to send a quick video along with your resume telling us why you are the best person for the job and why you will rock this position. And if you decide not to send a video (that’s ok), please tell us why you chose not to send in a video.

We can’t wait to meet you!

HOW TO APPLY:

Create a cover letter to tell us how you will fit in THIS job specifically. We know what’s a fit for us and want to know if this is a fit for YOU. We will NOT be calling you to clarify whether or not you’re a fit. SELL US on why we would be lucky to have you on the team.

Tell us your precise compensation requirements.
The pay range for the position is $20.50 - $22.50/hour based on experience and skills. Please share with us what you are expecting to earn.

Email your resume to us at Angela @ christoforaevents.com Please make sure to include your cover letter.

Make sure to include your cover letter and resume with the secret subject line.

We can’t wait to meet you!

Applications must be submitted by Tuesday Feb. 21st, 2025. Late applications will not be accepted.

Job Type: Part-time

Pay: $20.50 - $22.50 per hour

Expected hours: 25 – 35 per week

Schedule:

• 8 hour shift
• Day shift
• Evening shift
• Monday to Friday
• Weekends as needed

Experience:

• Customer service: 1 year (Required)

Ability to Relocate:

• Kingston, NY 12401: Relocate before starting work (Required)

Work Location: In person

Salary : $21 - $23