Position Description Summary
The Membership Events & Activities Manager is responsible for the effective marketing of Club
Member events, activities and functions designed to drive Member engagement, Club use, and
operating revenue, ensuring memorable experiences for our Members with high service standards
and warm hospitality.
Role & Responsibilities
• Plan & organize details of regular Club Member Functions, including menus,
entertainment, theme, decorations, floor plans, activities, events, setup, etc,
consistently exceeding Member expectations with high levels of service
• Facilitate fun, engaging activities for adults and children, creating an upbeat, energetic,
and fun atmosphere
• Coordinate with other departments to provide a memorable and seamless experience
for Members throughout the Club
• Maintain accurate and detailed files for all annual Member events, including vendor
contracts, menus, entertainment, linens & décor, Member attendance, budgets, etc
• Partner with Executive Chef to establish menu packages, including selling prices, menus,
cost margins, guest counts, and other details for Member events and social functions
• Ensure Member event and activity offerings are current and reflect general Member
interests and feedback
• Continually implements new Club event and Member function ideas, themes, games,
and activities to actively engage the Membership throughout the year, with special focus
on increasing Member usage during the off-season
• Develop, implement, and maintain an aggressive, ongoing Member Communication
campaign, including specialized emails, weekly eBlasts, quarterly publications, and
regular calendar of events updates, etc to alert Members about promotions and events
• Assist General Manager in developing, implementing, monitoring, and adhering to the
annual budget for the Member Relations & Catering Departments
• Plan and promote classes, entertainment, themed dinners, and other social events to
drive engagement with the Membership
• Maintains ownership of Club social media accounts, interacting with posts and
comments, keeping the accounts updated and interesting, and promoting and marketing
the Club and Club events to drive Guest Member counts
• Liaise with Members and volunteers on Club committees and organizations, fostering
relationships between Members through engaging events and promotions.Create, design, market, plan, and execute the annual Club Member event calendar,
coordinating in conjunction with other department heads to drive Club usage & revenue
• Respond immediately to all incoming Club function and event opportunities,
communicating with the Catering Director and Executive Chef for seamless service
• Manage and oversee Club event and function billing and costing, arranging prompt
payment for all Member events and functions, collaborating with the Club Accounting
team as needed and submitting invoices in accordance with accounting set procedures
• Create, maintain, and file Profit & Loss statements for all Club Member events,
communicating with the Catering Director, Club Accountant and General Manager
• Responsible for the timely completion of Club Member Event Banquet Event Orders
(BEOs), diagrams, and floorplans
• Communicate BEO needs with staff, providing timely and thorough updates as needed
• Update weekly Member event/function information and distribute to all applicable staff,
ensuring inter-department communication for seamless Member service
• Attend all necessary staff and committee meetings, communicating Member functions &
events with other Club managers
• Routinely review Member satisfaction survey scores, and respond to specific issues relating
to Member Relations, and communicate Member feedback by analyzing and
disseminating relevant data collected after Member social events
• Respond promptly and professionally to all Member & staff communications, ensuring a
positive follow-up and assisting as needed
• Correspond and meet with Members, ensuring prompt and timely communication
throughout the function & event planning and marketing process
• Graciously accept feedback and suggestions from Members & team in a positive manner,
consistently striving to improve the service of the Club and the Member experience
• Handle any Member complaints promptly and professionally, earning repeat business
and ensuring the same issue does not happen again
• Continually improve Member satisfaction survey scores, conducting post-event surveys
and reaching out to event hosts, ensuring expectations were exceeded
• Respond to all phone, email, and internet queries within 24 hours of receipt
• Responsible for upholding Club safety & sanitation rules & policies, enforcing as needed
• Drive event and sales revenue with effective marketing, promotions, specials, and events
• Own the event life cycle and planning process, ensuring Members receive the highest
level of service at every touchpoint
• Create, update, file, & enforce Member event contracts, ensuring attention to detail
• Create and maintain standard operating procedures and training and reference manuals
for the Member Relations and Events team
• Manage & coach event staff before, during, & after events with the Catering Manager.
Order linens, flowers, lighting, staging, décor, guest favors, and entertainment, as
needed for Club events and Member functions
• Adhere to all budgetary guidelines, controlling costs and hitting set targets, especially
with regard to payroll, COGS, comps, and attendance numbers
• Learn and utilize the Northstar POS system, becoming an expert on all event-related
modules and tools
• Plan ahead with regard to ordering product, staffing, transportation, scheduling, ferry,
barge, weather, hurricane/storm events, & ensuring back-up plans are in place
• Serve as a liaison between front and heart of house, maintaining good relationships
between the two teams as it relates to specific Member events and Club functions
• Follow daily, weekly, and monthly checklists, systems, and processes, sending reports to
management as scheduled and recording data for historical forecasting
• Maintain banquet/event inventory & supplies, ensuring proper counts, storage, and use
• Coordinate and assist with the planning and execution of assigned banquets and other
internal events, as needed
• Assumes responsibility of manager-on-duty, as needed
• Participate in hands-on service, as needed when orchestrating events
• Be detail-oriented and able to prioritize in a fast-paced environment
• Solve problems, work as a team, be a leader, and inspire happiness
• Smile, Be Nice, and Say Yes
• Maintain up-to-date credentials, certificates, and licenses, as applicable, such as
membership with NACE, PCMA, CMAA, etc
• Commit to continuous professional development, keeping abreast with current industry
trends, tools, technologies, and opportunities, attending conferences, seminars, and
workshops as assigned.
Qualifications & Education Requirements
• Proficient knowledge of Member Relations, event sales, planning, and operations
• Must possess appropriate analytical skills, attention to detail, follow-through, creativity
• Ability to communicate effectively and professionally in both written and verbal formats
• Willingness to learn and accept instruction
• Must possess a positive attitude, good work ethic, and ability to serve
• Proficient in business-related software (Microsoft Office Suite, POS)
• Prior event experience preferred
• Prior private club or resort experience required
• Degree in hospitality, business, or related field preferred
Other Accountabilities
• Adhere to all of the various company written mandatory standards of operations,
policies and procedures, manuals, memos, and other oral instructions.
• Because of the fluctuating demands of the Clubs’ operation, it may be necessary for each
employee to perform a multitude of different functions; therefore, as an essential part
of your job, you will be expected to help others when the occasion arises, just as others
are expected to help you while we foster a team environment. Therefore, you may be
required to perform other tasks, as needed, that are not included in the above.
Working Conditions
• Mostly indoors, in an office or restaurant setting
• Some outdoor work required for certain events
Physical Requirements
• Regularly required to sit, talk, hear, and use hands
• Must be able to stand for long periods of time
• Ability to lift and move heavy objects, in excess of 40 pounds
• Repetitive motions are required
• Ability to bend, squat, lift, kneel, and crouch
• Moderate to heavy lifting, pushing, and pulling is required
• Extensive time at a computer required
Attendance Expectations
• This position has an expected workload of 50+ hours per week, barring circumstances
when additional hours may be required; off-season hours may differ
• The schedule for this position fluctuates based on the demands of the Club, and will
varying depending on the number and timing of events