Lead Wedding planning & Office Assistant- Part Time

As a Wedding Coordinator, your role involves planning, managing, and executing a flawless wedding day while delivering exceptional customer service. You’ll represent the company with professionalism, organization, and a service-oriented mindset. Our mission is to help our couples celebrate their love in a way that they love. After more than 15 years in the business, we have become a reliable veteran planning company for couples looking for a stress-free planning experience. Beyond that, we have an innovative approach to help couples feel comfortable and informed in their vendor selections. Team Culture Joining the Aspen & Ivy team means becoming part of a supportive, collaborative, and fun group! We work flexible schedules to accommodate our clients, often holding meetings during happy hours or weekends, as many of our clients have weekday commitments. Once you’re part of the team, you’ll shadow our lead planner in meetings and attend various training sessions, totaling around 40 hours of preparation for the wedding season. You’ll receive ongoing support through mentorship, especially during the busy season (May to October). We prioritize communication, with weekly updates and brainstorming sessions. Our team relies on one another's expertise, experience, and kindness. Each coordinator typically handles 5-25 weddings per season, depending on their availability. Be ready to explore Colorado and the mountains, as we go wherever our clients do! Event Day Responsibilities Wedding days typically last 12-15+ hours. Our coordinators come prepared with water and snacks since meals are usually enjoyed once everyone is dancing On the day, you’ll answer questions, resolve family dynamics, steam dresses, set up decorations, and more. We’re often the last ones to leave at the end of the night. Key Responsibilities as Lead Wedding Planner • Lead the planning and execution of assigned weddings from onboarding to final send-off • Serve as the main point of contact for your clients throughout their planning journey • Manage timelines, budgets, vendor communications, and planning checklists • Attend venue walkthroughs, tastings, and vendor meetings as needed • Source and manage vendors, providing guidance based on local knowledge and relationships • Design mood boards, layouts, and production schedules in collaboration with the creative team • Lead the rehearsal and full wedding day execution, managing the timeline, vendors, and any challenges • Maintain clear, professional, and timely communication with clients and vendors • Track planning progress in our CRM/project management system. • Support the Aspen & Ivy team at team events, meetings, and internal planning sessions Event Planning Office Support Tasks while training (5-10 Hour per week in office) • Assist Full service clients with vendor communication, contract coordination, and pricing inquiries • Conduct research on venues, invitations, transportation, and accommodations • Support the creation of timelines, processional order, and planning logistics • Help coordinate pre- and post-wedding events (rehearsal dinners, brunches) • Onboard new clients and manage their profiles within our CRM system • Upload contracts, diagrams, and event details • Maintain up-to-date marketing materials, brochures, and templates • Send thank-you cards to clients and vendors post-event • Support general administrative functions and client communication On-Site Event Assistant while training • Acting as a host by greeting guests and vendors and answering all questions. • Directing guests and vendors to where they need to be throughout the day. • Setting up and tearing down tables, centerpieces, chairs, décor, etc. in a timely manner. • Ensuring decor, signage and other essential items are in place. • Work with brides and grooms on the wedding day to ensure they stay on schedule • Assisting your Event Lead by completing tasks as directed. Timeline & Tasks In addition to a comprehensive task list provided during training, the Day-of Coordinator will: • Introduce themselves to the couple in a friendly and excited manner. • Schedule a detailed meeting approximately two months prior to the wedding, which lasts 1.5-2 hours. • Follow up within 48 hours with a task list, to-dos for the couple, and a meeting recap. • Send a draft timeline and floor plan to the couple two weeks after the meeting. • Communicate with all vendors, confirm the timeline, and complete any outstanding tasks. • Schedule and conduct a walk-through at the venue about 30 days prior to the wedding. • Finalize all logistics, answer any remaining questions, and provide clear details to assistants. • Oversee the rehearsal and manage the wedding day. • Assist with any required tasks and ensure all details are executed flawlessly. • The assistant typically works 12-15 hours on the wedding day, and the Coordinator can expect similar hours. Qualifications & Expectations • 1+ year of experience in any service industry is required; 1+ years in the wedding industry preferred. • Ability to manage events from start to finish while providing excellent customer service and staying organized. • Meet client needs to ensure satisfaction, and oversee all aspects of the wedding day. • Adhere to insurance, legal, health, and safety requirements. • Handle issues proactively and troubleshoot problems that arise on the wedding day. • Manage time and projects effectively. • Arrive at meetings and appointments 15 minutes early. Pay: $20.00 per hour Expected hours: 5.0 – 15.0 per week Application Question(s): • Please copy and paste your LinkedIn URL. Work Location: Hybrid remote in Fort Collins, CO 80523