Guest Experience Associate

The Colonnade Club | University of Virginia Affiliate Organization

The Colonnade Club is seeking an enthusiastic and hospitality-minded professional to join our team as a Guest Experience Associate.

Located in historic Pavilion VII on the University of Virginia’s Grounds, the Colonnade Club fosters social, cultural, and intellectual exchange among its members while supporting the University. As a Guest Experience Associate, you will be one of the primary faces of the Club, creating a warm, welcoming, and memorable experience for UVA faculty, staff, alumni, and visitors.

This is a dynamic, highly visible role that touches every aspect of Club operations—including events, hotel and guest services, membership, and evening building operations. It is an excellent opportunity for someone who wants to play a vital role in delivering exceptional service while ensuring the Club operates smoothly, professionally, and safely

This position will report to the Director of Events and Director of Hotel and Operations.

What You’ll Do

Event Services

Working closely with the Director of Events, you will help plan and execute Club and member events from initial inquiry through event completion. Responsibilities include:

• Assist with event planning, staffing, vendor coordination, logistics, and client service.
• Develop a thorough understanding of the planning and execution process for both internal Club events and external member events.
• Respond to event inquiries by phone, email, and in person; capture key details and coordinate follow-up with the Director of Events.
• Prepare and coordinate event signage, nametags, registration materials, and other event-related resources.
• Serve as a primary on-site Club contact during events and provide event leadership in the Director of Events’ absence.
• Coordinate with and oversee on-site vendors, ensuring compliance with Club policies and event requirements.
• Serve as a professional and responsive liaison to event clients, anticipating needs and addressing challenges as they arise.
• Provide basic assistance with audiovisual equipment and event technology.

Hotel & Guest Services

You will provide attentive service throughout the guest experience, from initial inquiry through departure. Responsibilities include:

• Warmly welcome Club members, hotel guests, event attendees, and visitors.
• Manage hotel reservation inquiries by phone, email, and in person.
• Check hotel guests in and out and ensure a smooth arrival and departure experience.
• Respond promptly and professionally to guest questions, requests, and concerns, including room temperature, Wi-Fi, and other accommodations.
• Maintain a thorough understanding of Club hotel, parking, and guest policies and communicate them clearly and courteously.
• Coordinate with housekeeping regarding room status, special requests, and guest needs.
• Help create an environment in which members and guests feel genuinely welcomed, valued, and cared for.

Evening Building Operations & Safety

During evening shifts, you will serve as the primary on-site point of contact for the Club and will use sound judgment to manage operations and respond to unexpected situations in the absence of senior staff.

Responsibilities include:

• Monitor the building and serve as the primary point of contact for members, hotel guests, event clients, vendors, and staff during evening hours.
• Assess and resolve operational issues as they arise, determining when escalation or additional support is needed.
• Respond promptly and professionally to guest concerns, maintenance issues, access problems, and other building needs.
• Coordinate with appropriate University and emergency resources when additional assistance is required, including UVA Police, Access Control, and Facilities Management.
• Conduct regular building walkthroughs to identify safety concerns, maintenance issues, misplaced items, or unauthorized individuals.
• Ensure the building is properly secured at the end of the evening, including securing Club property and the Pavilion VII balcony.
• Maintain familiarity with Club safety, emergency, and after-hours procedures.
• Document and communicate significant incidents to Club leadership as appropriate.

What We’re Looking For

The ideal candidate is warm, dependable, detail-oriented, and service-minded, with the confidence to work independently and the judgment to handle unexpected situations professionally.

Successful candidates will demonstrate:

• Excellent interpersonal and customer service skills.
• Exceptional organization and attention to detail.
• Sound judgment and strong problem-solving abilities.
• Comfort working independently and making decisions in a dynamic environment.
• A professional, courteous, and composed approach, particularly during busy events or unexpected situations.
• A genuine interest in hospitality and creating positive guest experiences.

Preferred Experience

• Two or more years of experience in hospitality, guest services, event planning, event operations, hotel operations, or a related customer-facing environment.
• Experience with basic audiovisual equipment is helpful but not required.

Schedule

This is a full-time, in-person position, scheduled Wednesday through Sunday, with hours based on the Club’s event calendar and hotel occupancy.

Because the Club’s busiest periods frequently occur during evenings and weekends, schedule flexibility is essential. Shifts may vary based on Club operations. For example, a Saturday wedding may require a 3:00 p.m.–midnight shift, while a day with limited events and hotel activity may follow a noon–9:00 p.m. schedule.

The successful candidate will be comfortable working a varied schedule and adjusting hours as Club operations require.

Employment & Benefits

Job Type: Full-time
Work Location: In person; no telework options

The Colonnade Club offers an excellent benefits package, including:

· Medical, dental, vision, and life insurance,

· 401(k) retirement savings plan with a 5% contribution + match (after three months of employment),

10% off lunch in our Garden Room

To Apply

Include resume, plus two job references.

Pay: $35,000.00 - $40,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person