The Entertainment Administration Assistant plays a key role in delivering a seamless entertainment experience by supporting assigned Wedgewood Weddings venues from booking through the wedding day. This position serves as the primary administrative liaison between clients, DJs, venue teams, and the Entertainment Department, ensuring everyone has the information they need to deliver an exceptional event.
Success in this role requires outstanding organization, attention to detail, and communication skills. You'll coordinate event information, manage timelines and music worksheets, support DJs with accurate event details, and help ensure every celebration runs smoothly.
What You'll DoVenue & Client Coordination- Manage assigned Wedgewood Weddings venues from the Entertainment Department perspective.
- Collect, review, and organize client music worksheets, timelines, and event details.
- Pair clients with DJs by sending Meet Your DJ introduction emails.
- Process DJ reservations, bilingual requests, and other entertainment-related event requests.
- Review event timelines and verify they align with DJ schedules in Deputy.
- Update the Deputy calendar with venue-specific events, including soft openings, showcases, and other special events.
- Resolve package tracking discrepancies to ensure entertainment schedules remain aligned with venue events.
- Answer questions from clients, General Managers, and venue teams, escalating issues to the appropriate Entertainment team when needed.
- Distribute event details, timelines, and music worksheets to assigned DJs.
- Communicate with DJs regarding missing information or timeline discrepancies.
- Help ensure DJs are fully prepared and equipped with accurate event information.
- Coordinate Meet Your New DJ communications when DJ reassignments are necessary.
- Escalate recurring issues or operational concerns to Entertainment leadership.
- Maintain accurate records, communication logs, and department documentation.
- Support cross-functional workflows between the Entertainment Department and venue teams.
- Prioritize multiple deadlines while maintaining exceptional attention to detail.
- Assist with additional administrative projects and departmental initiatives as assigned.
- Exceptional organizational and time management skills.
- Strong written and verbal communication abilities.
- Detail-oriented with the ability to manage multiple events and deadlines simultaneously.
- Comfortable working with scheduling software, spreadsheets, and administrative systems.
- Customer-focused with a professional and positive approach to problem-solving.
- Able to work independently while collaborating effectively with multiple teams.
Every event is different, and every day brings something new. You'll play an important role behind the scenes, ensuring DJs, venue teams, and clients stay connected and informed so every celebration is set up for success. If you enjoy organization, communication, and supporting memorable experiences, you'll thrive in this role.
About UsFor over 40 years, Wedgewood Weddings & Events has been helping couples celebrate life's biggest moments while making the planning process simple and enjoyable. Today, we're one of the nation's largest venue and event companies, with more than 90 locations across the country - and we're continuing to grow.
Our all-inclusive approach allows our teams to focus on delivering exceptional hospitality and creating unforgettable experiences for every client and guest. Whether it's a wedding, corporate event, or social celebration, we believe great events start with great people.
As we continue expanding into new markets, we're committed to investing in our team members. More than 80% of our General Managers and Regional Managers have been promoted from within, creating meaningful opportunities for career growth across the country.
Why You'll Love Working HereCompetitive pay and performance-based bonus opportunities
Medical, dental, vision, life, accident, and supplemental benefits, plus a company-funded Health Reimbursement Account
401(k) with company match
Paid time off, paid holidays, and sick leave
A collaborative, fast-paced culture where initiative is recognized and growth is encouraged
A workplace that 90% of our full-time team members recommend to others
If you're looking for a company that's growing, values its people, and offers the opportunity to build a long-term career in hospitality, we'd love to meet you.
Wedgewood Weddings provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.
Skills Required
- Exceptional organizational and time management skills.
- Strong written and verbal communication abilities.
- Detail-oriented with ability to manage multiple events and deadlines.
- Comfortable working with scheduling software, spreadsheets, and administrative systems (e.g., Deputy).
- Customer-focused with a professional and positive approach to problem-solving.
- Able to work independently while collaborating effectively with multiple teams.
What We Do
Wedgewood Weddings is the largest independent chain of special-event facilities in the US. We operate over 50 venues from coast-to-coast and continue to grow! Our collection of beautiful ceremony and reception venues range from country clubs and gardens to historical mansions and rustic equestrian barns. Each event location can be personalized to create the perfect wedding and event experience – and we make sure each couple gets the wedding they want by giving them a dedicated wedding planning team to support all their needs. We LOVE what we do, and it shows: thousands of couples choose Wedgewood Weddings each year on their journey from proposal to married life! For us, every wedding is an adventure. Couples can choose an exclusive package or ‘Build Their Own’ – this customization makes every wedding beautiful and unique. We’re happy to say our team at each venue often become friends with their clients. After all, we can throw a spectacular wedding in as little as three days, but usually, couples like to plan their event months or years in advance. As we progress from initial planning to final details to the big day, we get to know each couple so we can precisely tailor each element to their needs. We dedicate our time and experience to making our clients entire wedding experience equal to the joy they feel as they say, ‘I do.’ *** Part of ZGolf Food & Beverage Services, Wedgewood Weddings is proud to help venue operators at all stages of their business. We provide support to venue managers and owners who need expert advice to unlock additional revenue, owner-operators who want to step back from day-to-day tasks, and companies that find themselves overleveraged. ZGolf Food & Beverage Services works with many stand-alone venues, municipal event centers, and multi-unit private properties for short- and long-term assistance.
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