Job Description
Job Description: Casa de Montecristo is seeking a highly organized and detail-oriented Event Coordinator to support the planning, coordination, and execution of events across our lounge locations. This role serves as a central point of contact for lounge managers and internal stakeholders, helping ensure each event is thoughtfully planned, clearly communicated, and well organized from initial concept through post-event follow-up.
The ideal candidate is proactive, professional, and comfortable managing multiple priorities at once. This position requires strong communication skills, excellent follow-through, sound judgment, and the ability to remain calm, adaptable, and solutions-oriented when priorities shift or event-day challenges arise.
Responsibilities
Event Planning & Coordination
Plan and coordinate events across all lounge locations, including single-store events, multi-location product launches, CDM-exclusive window launches, off-site events, and the company's two premier large-scale annual events.
Develop and maintain event timelines, run-of-show documents, planning checklists, staffing needs, vendor details, and supporting materials to keep each event organized and on schedule.
Coordinate event logistics, including setup and breakdown requirements, supplies, promotional materials, signage inventory, staffing requirements, and other event-day details with lounge teams, vendors, and the event lead.
Research, book, and coordinate outside vendors when needed, including caterers, rentals, entertainment, AV support, décor partners, and related services.
Maintain clear communication with lounge managers and internal stakeholders regarding event timelines, responsibilities, deliverables, and outstanding items.
Support additional event-related tasks and special projects as needed, including time-sensitive requests that may arise before, during, or after events.
Event Platforms, Marketing & Guest Management
Manage Eventbrite functions, including event creation, registration setup, ticket management, guest lists, RSVPs, attendance tracking, and reporting.
Upload, update, and maintain event information on the company website, ensuring all details are accurate, timely, and consistent with brand standards.
Coordinate the development and distribution of event-related promotional materials, signage, guest communications, and other supporting content.
Maintain event-related content calendars and coordinate with lounge managers and marketing to ensure consistent messaging, branding, and rollout timing across all locations.
Assist with broader marketing initiatives and department needs as they arise to support overall marketing goals.
Reporting & Cross-Functional Communication
Serve as the central hub for event information, ensuring lounge managers, marketing, vendors, the event lead, and leadership are aligned on event details, deliverables, timelines, and outcomes.
Collect, organize, and monitor event budgets, actual spend, timelines, materials, and post-event details in a centralized system.
Prepare post-event recaps that include attendance, budget performance, highlights, areas for improvement, and recommendations for future events.
Track event performance and key metrics over time, including attendance trends, guest engagement, event performance, and ROI by event type.
Qualifications
Minimum of 2 years of experience in event planning, event coordination, marketing coordination, or a related role.
Highly organized, self-motivated, and able to manage multiple events and projects at different stages while keeping key stakeholders informed.
Strong attention to detail and ability to follow through on multiple deadlines and deliverables.
Strong written and verbal communication skills, with the ability to draft clear emails, text messages, signage copy, social media content, and event updates.
Familiarity with event, marketing, and workflow platforms such as Eventbrite, Listrak, Clutch, Elfsight, PageProof, Typeform, and Microsoft 365.
Calm under pressure, adaptable, resilient, and comfortable navigating last-minute changes while problem-solving quickly and maintaining a professional, guest-focused approach.
Availability to support occasional evening or weekend events, as needed.
Comfortable working in a cigar lounge environment where cigar smoke is present.
Preferred Experience
Experience working in retail, hospitality, events, marketing, or a multi-location brand environment.
Experience coordinating inventory, supplies, promotional materials, signage, or basic creative assets for events or retail locations.
Basic graphic design or content editing experience using Adobe Creative Suite, Canva, or similar tools.