Event Planning Manager

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

Benefits offered by this job

Competitive salary

Paid time off from date of hire

Medical, dental, and vision insurance

12 free hotel nights for self, friends

$1000 wellness/education reimbursement

Prestigious luxury setting

Job summary

Alila Napa Valley is seeking an experienced Event Planning Manager to lead planning, sales support, and execution for upscale events in Napa Valley. You will manage site inspections, develop event plans, coordinate with sales and operations, and ensure exceptional service.

The role emphasizes upselling, client satisfaction, and timely communications throughout the event lifecycle. Ideal candidates bring 1–2 years in event planning leadership, strong teamwork, and proficiency in Microsoft Office.

Qualifications

• Meticulous and detail-oriented in planning, documentation, and communication.
• Ability to manage multiple events and deadlines concurrently.
• Strong teamwork and coordination with sales, events, and operations.

Responsibilities

• Conduct site inspections for definite groups, in person and virtual.
• Maintain organized documentation and reports in Hyatt systems.
• Collaborate with sales, events staff and support teams.
• Plan, organize, and diagram events to meet client expectations and enable smooth operations.
• Communicate Hyatt policies and SOPs to clients and internal teams.
• Coordinate event logistics with departments through Hyatt software.
• Monitor on-site activities and resolve issues to ensure client satisfaction.
• Prepare and present final invoices with Finance and clients.

Skills

Attention to detail

Time management

Teamwork

Prioritization

Customer service

Tools

Microsoft Office

Job description

Event Planning Manager | NAP002074

Description

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
• $1000 annual wellness/education reimbursement
• A unique opportunity to lead in a Forves-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

Primary Location

: US-CA-Napa

Organization

: Alila Napa Valley

Pay Basis

: 75,000.00 Yearly US Dollar (USD)

Job Level

: Department Head/Manager | Full-time

Job

: Catering/Event Planning