Event Planning Manager

Alila Hotels; Napa (CA); On-site; USD 75,000 - 85,000; Full time

Job summary

Alila Napa Valley, part of the Hyatt family, seeks an Event Planning Manager to lead onsite events with a focus on exceptional service and revenue growth. You will coordinate site inspections, work with sales, and ensure flawless execution of groups.

You’ll manage timelines, budgets, and cross‑department communication while upholding Hyatt's care ethos, delivering memorable experiences in a Forbes‑rated luxury setting.

Qualifications

• High attention to detail is required.
• Ability to work weekends and evenings as required.
• Two years of office environment experience required.
• 1-2 years of Event Planning Manager or Event Planning Coordinator experience preferred.
• Must understand Hyatt's care culture and work well in a team.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint) and a property management system.

Responsibilities

• Conduct in person and virtual site inspections for definite groups.
• Maintaining well organized documentation and reports in Hyatt systems.
• Working as a team member with the sales and events staff and other support staff.
• Plan, arrange, organize, and diagram events with the goal of meeting or exceeding client/customer expectations and setting up the operational team for success.
• Prioritize tasks and independently manage workflow based on appropriate needs and the department's policy and procedures.
• Clearly communicate policies, procedures, and services offered by the resort with clients/customers.
• Communicate applicable Hyatt standard operating procedures for events to Event Services and Culinary leaders and become the liaison between the sales contracting process and event execution.
• Coordinate and communicate event logistics with other departments to meet or exceed client/customer expectations, through Hyatt's property management software.
• Monitor on-site event activities to ensure satisfaction of participants and follow up with any resolutions provided by operations to ensure resolution of customer service issues and concerns prior to group departure.
• Manage Meeting Planner portal defaults for resort and promote usage.
• Manager work schedule to strategically be on-site during critical event times.
• Present daily bill to client/customer through Hyatt Meeting Planner portal or in person, at client/customer's preference.
• Reconcile final invoices with Finance department, and client/customer, with assistance from shared billing services.
• Additional duties as determined by Director of Sales, Marketing, and Events.
• Attend event order meetings, Sales/Event team meetings, Sales/Marketing meetings as requested.
• Prepare and be prepared to lead Weekly Group Resume meetings for the resort's groups.
• Meet or exceed annual revenue and service goals.

Skills

Attention to detail

Willing to work weekends/evenings

Office environment experience

Prioritization

Self-motivated

Tools

Microsoft Office

Property management system

Job description

Summary

At Hyatt, we believe our guests choose us because of our caring, attentive associates who are committed to providing efficient service and awe-inspiring, meaningful experiences that nourish the soul and elevate wellbeing.

Organization - Alila Napa Valley

Summary

At Hyatt, we believe our guests choose us because of our caring, attentive associates who are committed to providing efficient service and awe-inspiring, meaningful experiences that nourish the soul and elevate wellbeing.

The Event Planning Manager is responsible for upselling and servicing events. Primary sales efforts are in banquet food and beverage and venue rental and includes menu planning, agenda setting, and resort event services. Duties also include contract review and facilitating communication before, during, and post event with pertinent resort team members to ensure a high level of service.

Pay Range

The pay range Alila Napa Valley reasonably expects to pay for this position is $75,000 to $85,000 annually. Decisions regarding individual salaries will be based on a number of factors including experience.

Why Work with Us:

• Competitive salary and benefits package
• Paid time off from date of hire
• Medical, dental, and vision insurance
• 12 free nights at Hyatt Hotels worldwide per year + colleague and friends and family rates
• $1000 annual wellness/education reimbursement
• A unique opportunity to lead in a Forbes-rated luxury setting with a close-knit and passionate team

Be a part of a team committed to delivering personalized, elevated service in one of Napa Valley's most serene and sophisticated destinations. Hyatt associates work in an environment that demands exceptional performance yet reaps great rewards. Whether it is career opportunities, job enrichment, or a supportive work environment, if you are ready for this challenge, then we are ready for you.

Responsibilities include, but not limited to:

• Conduct in person and virtual site inspections for definite groups
• Maintaining well organized documentation and reports in Hyatt systems
• Working as a team member with the sales and events staff and other support staff
• Plan, arrange, organize, and diagram events with the goal of meeting or exceeding client/customer expectations and setting up the operational team for success
• Prioritize tasks and independently manage workflow based on appropriate needs and demands and the department's policy and procedures
• Clearly communicate policies, procedures, and services offered by the resort with clients/customers
• Communicate applicable Hyatt standard operating procedures (SOPs) for events to Event Services and Culinary leaders and become the liason between the sales contracting process and event execution
• Coordinate and communicate event logistics with other departments to meet or exceed client/customer expectations, through Hyatt's property management software
• Monitor on-site event activities to ensure satisfaction of participants and follow up with any resolutions provided by operations to ensure resolution of customer service issues and concerns prior to group departure.
• Manage Meeting Planner portal defaults for resort and promote usage
• Manager work schedule to strategically be on-site during critical event times (greetings, breaks, departures, etc) as needed
• Present daily bill to client/customer through Hyatt Meeting Planner portal or in person, at client/customer's preference
• Reconcile final invoices with Finance department, and client/customer, with assistance from shared billing services
• Additional duties as determined by Director of Sales, Marketing, and Events
• Attend event order meetings, Sales/Event team meetings, Sales/Marketing meetings as requested
• Prepare and be prepared to lead Weekly Group Resume meetings for the resort's groups
• Meet or exceed annual revenue and service goals

Qualifications

• High attention to detail required
• Able to work weekends and evenings as required
• Two years of office environment experience required
• 1-2 years of Event Planning Manager or Event Planning Coordinator experience preferred
• Self-motivated and understand Hyatt's core purpose of care
• Possess the ability to prioritize tasks and work well within a team environment
• Proficiency in Microsoft Office including Work, Excel, PowerPoint, and property management system

Physical Requirements

• Ability to sit for extended periods while performing administrative tasks
• Occasional standing, walking, and lifting up to 20 pounds for event materials or meeting setups
• Must be able to work a flexible schedule, with occasional evening or weekend shifts as needed to support specific events