Napa Valley Luxury 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

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.