Event Planning Manager

BENCHMARK; United States; Vor Ort; USD 60.000 - 70.000; Vollzeit

Zusammenfassung

Pyramid Global Hospitality’s Virginia Guesthouse is recruiting a skilled events leader to drive banquet and catering success from inquiry to completion. You will manage proposals, site visits, and client meetings, then coordinate with culinary, rooms, and accounting to deliver flawless events.

Based on the University of Virginia campus, this on‑site role requires proactive relationship building, strong leadership, and a guest‑centric approach.

Qualifikationen

• Experience planning and executing Banquet/Catering events.
• Strong leadership and people management skills.
• Highly organized, proactive, and detail oriented.
• Ability to communicate effectively with guests and team members.
• Experience with scheduling, hiring, and training team members.
• Knowledge of AV/IT equipment and event technology.

Aufgaben

• Proactively solicit and secure new event business through prospecting and networking.
• Cultivate relationships with corporate, social, and event clients to drive repeat business.
• Prepare proposals, cost estimates, contracts, and BEOs accurately and timely.
• Conduct site visits and client meetings to finalize event details.
• Serve as the primary contact from inquiry through event completion.
• Collaborate with Culinary, Banquets, Rooms, Front Office, and Accounting to deliver flawless events.
• Oversee creation and distribution of BEOs, rooming lists, and event documentation.
• Attend events as required, including weekends or holidays.
• Coordinate deposits, payments, and post‑event reconciliations with accounting.
• Stay informed on trends and competition to maintain a competitive edge.
• Support marketing and CRM efforts to highlight catering capabilities.

Kenntnisse

Leadership

Detail‑oriented

Independent thinker

Customer service

Scheduling

Hiring & training

AV/IT knowledge

Tools

Delphi CRM

AV equipment

Jobbeschreibung

Pyramid Global Hospitality is a leading hospitality management company with a portfolio of more than 200 hotels and resorts and over 18,000 associates across the United States, Caribbean, and Europe. Our platform includes Benchmark Resorts & Hotels, a collection of distinctive independent properties; Axiom Hospitality, our European hotel management company; and PYRAMIDWORKS, which provides integrated workplace and facilities services. With corporate offices in Boston, The Woodlands, Texas, and London, Pyramid combines global scale with a hands‑on approach focused on exceptional service, operational excellence, and long‑term partnerships. At Pyramid, our people are at the heart of everything we do. We are committed to creating an environment where associates are respected, supported, and empowered to grow their careers. Team members have the opportunity to collaborate directly with experienced leaders, take on meaningful stretch assignments, and gain exposure to a diverse portfolio of properties, brands, and markets. Whether you are beginning your hospitality career or bringing years of experience, you’ll find opportunities to learn, develop, and make an impact. Our commitment to associates, guests, owners, and the communities we serve has helped make Pyramid and our properties among the most recognized in hospitality. From being named among the best places to work by respected publications such as USA Today, The Boston Globe, and The Houston Chronicle to earning top travel accolades from Travel + Leisure, Condé Nast Traveler, Forbes Travel Guide, and U.S. News & World Report, these recognitions reflect the culture, service excellence, and commitment to people that define the Pyramid experience.

About our property: Welcome to the Virginia Guesthouse Opening in April 2026, the Virginia Guesthouse is a 214-room hotel featuring 25,000 square feet of conference and event space located on the beautiful Grounds of the University of Virginia. Making its debut in the spirited WAHOO community, the Guesthouse will offer a vibrant and inspiring setting for guests, conference attendees, faculty, and students alike. We’re building a team that’s as welcoming and dynamic as the guests we’ll serve. Whether you’re an experienced hospitality professional or just starting your career, you’ll have the opportunity to learn, grow, and make a meaningful impact in a supportive, people‑first environment. If you’re passionate about hospitality and ready to shape the guest experience from day one, join us—and be part of something special at the Virginia Guesthouse. #PGH-VGH

Essential Functions

• Proactively solicit and secure new event business through prospecting, networking, and industry engagement.
• Cultivate and maintain strong relationships with corporate, social, and event clients to drive repeat and referral business.
• Prepare customized proposals, cost estimates, contracts, and Banquet Event Orders (BEOs) in an accurate and timely manner.
• Conduct site visits, client presentations, and pre-event meetings to showcase the property and finalize event details.
• Serve as the primary contact for clients from initial inquiry through event completion, ensuring all details are clearly communicated and executed.
• Collaborate with internal departments (Culinary, Banquets, Rooms, Front Office, and Accounting) and external vendors to deliver flawless events.
• Oversee the creation and distribution of BEOs, rooming lists, and other event documentation, for events booked directly and for events assigned by the Director of Event Planning, to ensure accuracy and operational readiness.
• Attend and oversee key events as required, including weekends or holidays, to ensure client satisfaction and service excellence.
• Support billing accuracy by coordinating deposits, final payments, and post-event reconciliations with accounting.
• Maintain active involvement in local and regional networking opportunities, industry associations, and community events.
• Stay informed on catering and event trends, competitor offerings, and industry’s best practices to ensure a competitive advantage.
• Contribute to marketing initiatives, familiarization events (FAMs), and social media efforts that highlight the property’s catering capabilities.
• Utilize the hotel’s CRM or sales system (Delphi or similar) to document leads, client communications, contracts, and follow-up actions.
• Provide accurate reporting on sales activity, forecasting, and performance metrics as requested by the Director of Event Planning.

What are we looking for?

• Previous experience in planning and execution of Banquet/Catering events
• Strong leadership skills
• Thorough, detail oriented, organized, and pro‑active
• Independent thinker and doer
• Strong sense of style and taste
• Strong, intuitive ability to deliver exceptional customer service
• Proficient knowledge with both AV and IT.
• Management/supervisory experience
• Knowledge of maintaining all audio‑visual equipment, to include storage.
• Experience reading and understanding Banquet Event Orders
• Ability to communicate effectively with all guests and team members.
• Experience with scheduling, hiring, and training team members.

Compensation: $60,000 - $70,000

Pyramid Global Hospitality is a leading hospitality management company with a portfolio of more than 200 hotels and resorts and over 18,000 associates across the United States, Caribbean, and Europe. Our platform includes Benchmark Resorts & Hotels, a collection of distinctive independent properties; Axiom Hospitality, our European hotel management company; and PYRAMIDWORKS, which provides integrated workplace and facilities services. With corporate offices in Boston, The Woodlands, Texas, and London, Pyramid combines global scale with a hands‑on approach focused on exceptional service, operational excellence, and long‑term partnerships. At Pyramid, our people are at the heart of everything we do. We are committed to creating an environment where associates are respected, supported, and empowered to grow their careers. Team members have the opportunity to collaborate directly with experienced leaders, take on meaningful stretch assignments, and gain exposure to a diverse portfolio of properties, brands, and markets. Whether you are beginning your hospitality career or bringing years of experience, you’ll find opportunities to learn, develop, and make an impact. Our commitment to associates, guests, owners, and the communities we serve has helped make Pyramid and our properties among the most recognized in hospitality. From being named among the best places to work by respected publications such as USA Today, The Boston Globe, and The Houston Chronicle to earning top travel accolades from Travel + Leisure, Condé Nast Traveler, Forbes Travel Guide, and U.S. News & World Report, these recognitions reflect the culture, service excellence, and commitment to people that define the Pyramid experience.

We celebrate diversity and are committed to creating an inclusive environment for all employees.