Event Planning Manager

Rolling Hills Hospitality, LLC; Blue Ash (OH); On-site; USD 60,000 - 85,000; Full time

Job summary

Embassy Suites Cincinnati Northeast - Blue Ash is seeking an Event Planning Manager responsible for coordinating and executing group events from turnover to completion, serving as the main liaison between clients and hotel operations.

You will manage details, prepare BEOs, lead pre-conferences, supervise multiple events, and ensure adherence to Hilton standards while delivering outstanding guest experiences.

Qualifications

• Minimum 2 years of hotel event planning or hospitality operations experience preferred.
• Experience with Hilton systems and hotel sales/event platforms preferred.
• Strong organizational, communication, and multitasking abilities.
• Excellent customer service and problem-solving skills.

Responsibilities

• Coordinate group and event business from contract execution through final event completion.
• Serve as the primary client contact throughout the planning process.
• Manage event details including room setups, food and beverage, A/V, timelines, VIP requests, transportation, and accommodations.
• Prepare and distribute BEOs, group resumes, and other documents accurately and on time.
• Conduct pre-conference meetings and communicate specs to hotel departments.
• Monitor rooming lists, space utilization, and event schedules for accuracy.
• Ensure events align with Hilton brand standards and service expectations.
• Collaborate with banquet, culinary, front office, housekeeping, and maintenance teams.
• Support sales with site visits, client tours, and presentations when needed.
• Assist with event strategy, space optimization, and guest experience initiatives.
• Monitor group block pickup, cutoff dates, and event timelines.
• Ensure compliance with contracts, billing procedures, and operational standards.
• Maintain clear internal communication across departments to maximize efficiency.

Skills

Event planning

Client liaison

Attention to detail

Communication

Multitasking

Hospitality operations

Education

Bachelor's degree in Hospitality Management, Business, Communications, or related field

Equivalent hospitality experience may be considered in lieu of a degree

Tools

Microsoft Office

Hotel event management software

Job description

Embassy Suites Cincinnati Northeast - Blue Ash

Position Summary

The Event Planning Manager is responsible for coordinating and executing group events, meetings, and social functions for Embassy Suites Blue Ash from the post-sale turnover through event completion. This role serves as the primary liaison between clients and hotel operations, ensuring seamless communication, detailed planning, and exceptional event execution. The ideal candidate is highly organized, detail-oriented, customer-focused, and thrives in a fast-paced hospitality environment while delivering outstanding guest experiences.

Qualifications

• Minimum 2 years of hotel event planning, conference services, or hospitality operations experience preferred.
• Experience with Hilton systems and hotel sales/event platforms preferred.
• Strong organizational, communication, and multitasking abilities.
• Excellent customer service and problem-solving skills.
• Ability to manage multiple events simultaneously in a fast-paced environment.
• Strong attention to detail and follow-through.
• Proficiency in Microsoft Office and hotel event management software.
• Ability to work collaboratively across hotel departments.
• Flexible schedule including occasional evenings, weekends, and holidays based on business demands.
• Education
• Bachelor’s degree in Hospitality Management, Business, Communications, or related field preferred.
• Equivalent hospitality experience may be considered in lieu of a degree.
• Physical Requirements
• Ability to stand and walk for extended periods during events.
• Ability to lift up to 25 pounds occasionally.
• Ability to work in a fast-paced hospitality environment.

Responsibilities

• Event Planning & Coordination
• Manage group and event business after contract execution through final event completion.
• Serve as the primary contact for clients throughout the planning process.
• Coordinate all event details, including meeting room setups, food and beverage requirements, audiovisual needs, timelines, VIP requests, transportation, and special accommodations.
• Prepare and distribute Banquet Event Orders (BEOs), group resumes, and other operational documents accurately and on time.
• Conduct pre-conference meetings and communicate all event specifications to hotel departments.
• Monitor rooming lists, meeting space utilization, and event schedules to ensure accuracy and efficiency.
• Ensure all events are executed according to Hilton brand standards and hotel service expectations.
• Work closely with the banquet, culinary, front office, housekeeping, and maintenance teams to ensure operational readiness.
• Client Relations
• Build strong relationships with clients, meeting planners, corporate contacts, sports teams, wedding coordinators, and community organizations.
• Provide exceptional customer service throughout the event lifecycle.
• Respond promptly and professionally to client requests and changes.
• Resolve issues quickly and effectively while maintaining a positive guest experience.
• Conduct post-event follow-up to measure satisfaction and identify future opportunities.
• Operational Support
• Assist the sales team with site visits, client tours, and event presentations when needed.
• Collaborate with sales leadership on event strategy, space optimization, and guest experience initiatives.
• Monitor group block pickup, cutoff dates, and event timelines.
• Ensure compliance with hotel policies, contracts, billing procedures, and operational standards.
• Support internal communication between departments to maximize efficiency and service delivery.
• Administrative Responsibilities
• Maintain accurate records, event documentation, correspondence, and client communication within hotel systems.
• Manage event planning timelines and ensure deadlines are consistently met.
• Prepare reports related to event activity, operational needs, and group status.
• Maintain organized event files and detailed notes for all programs.