Event Planning Manager

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

Benefits offered by this job

Medical, dental, and vision insurance

Paid time off from date of hire

12 free nights at Hyatt hotels peryear

Friends & family discounts

Job summary

Hyatt Napa Valley seeks an experienced Event Planning Manager to lead planning and execution of banquet, food & beverage events and venue rentals at a luxury resort. You will manage contracts, agendas, and cross‑functional communications to ensure exceptional service.

Responsibilities include coordinating site inspections, planning details, and ensuring client satisfaction, while maintaining thorough documentation and teamwork with Sales, Events, and Culinary teams.

Qualifications

• 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.
• Ability to prioritize tasks and work well within a team.
• Proficiency in Microsoft Office including Word, Excel, PowerPoint.

Responsibilities

• Conduct in person and virtual site inspections for definite groups.
• Maintain well organized documentation and reports in Hyatt systems.
• Work as a team member with the sales and events staff and other support staff.
• Plan, arrange, organize, and diagram events to meet client expectations.
• Communicate policies and services offered by the resort to clients.
• Coordinate event logistics with other departments to meet expectations.
• Present daily bills to clients via Hyatt Meeting Planner portal or in person.
• Reconcile final invoices with Finance and clients with shared services.
• Attend event order, Sales/Marketing and Events meetings as requested.

Tools

Microsoft Office

Property Management System

Job description

Close Inclusive Collection Job Postings Notification

\"I believe successful people are the ones who take the initiative to learn, unlearn and relearn. It’s important to constantly challenge your knowledge and step out of your comfort zone.\"

\"I believe successful people are the ones who take the initiative to learn, unlearn and relearn. It’s important to constantly challenge your knowledge and step out of your comfort zone.\"

Peggy Focheux Duval: Director of Learning & Development, France

75,000.00 Yearly US Dollar (USD) pay basis

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.

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

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

• 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

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