An Event Planner coordinates promotional sales events, professional meetings and family events. Works with clients, develops event plans and budgets, finds appropriate sites, contracts for services and supplies, coordinates with on-site staff, oversees finances and assists during an event.
Required as scheduled Must be available to work flexible hours Must be available to assist with event setup, execution, and breakdown on assigned event days. Position Overview The Lead Planner is responsible for creating a seamless, elevated experience for every client from initial inquiry through event execution. This role serves as the primary coordinator for client onboarding, planning support, vendor communications, and project management while ensuring every detail is completed with accuracy, professionalism, and exceptional hospitality. The ideal candidate is highly organized, proactive, detail-oriented, and passionate about delivering an outstanding client experience in a fast-paced luxury event environment. Key Responsibilities Client Experience & Sales Support Respond to all new client inquiries within 2 hours during business hours. Qualify new leads and guide prospective clients through the booking process. Send and maintain consultation booking links and scheduling. Coordinate and schedule all client planning meetings. Answer client questions in a timely, professional manner. Maintain consistent communication throughout the planning process. Ensure every client receives an exceptional and personalized experience. Client & Project Management Maintain and update all client CRM files and planning documents. Keep client records organized and current. Prepare monthly planning checklists for assigned clients. Track project progress and follow through on assigned tasks from beginning to completion. Ensure deadlines are met and communicate updates proactively. Vendor Management Contact vendors during the initial planning phase to confirm availability. Request vendor proposals and pricing on behalf of clients. Maintain communication with vendors throughout the planning process. Coordinate final vendor confirmations and collect final event details. Assist with vendor scheduling and logistics. Guest Management Maintain and update guest lists throughout the planning process. Review, organize, and verify guest information for accuracy. Prepare and scrub mailing addresses prior to invitation production. Ensure guest data is organized and ready for mailing and seating processes. Planning & Event Operations Transfer planning information from planning outlines into event timelines. Assist with timeline preparation and organization. Support hotel room block management. Manage final rooming lists and communicate updates with hotel contacts. Assist with event logistics and operational planning. Event Day Responsibilities Attend assigned events. Assist with event setup, vendor coordination, client support, timeline management, and execution. Maintain the company's high standards of professionalism and client service throughout each event.
Qualifications Experience:
Minimum of 2+ years of experience in event coordination, hospitality, wedding planning, luxury events, or a related client-facing industry.
Client Service Excellence:
Demonstrates a passion for creating exceptional client experiences with a hospitality-first mindset.
Communication:
Excellent verbal and written communication skills with the ability to interact professionally with clients, vendors, venues, and team members.
Organization:
Exceptional organizational skills with strong attention to detail and the ability to manage multiple projects and deadlines simultaneously.
Problem Solving:
Ability to remain calm, resourceful, and solutions-oriented while working under pressure in a fast-paced environment.
Time Management:
Strong follow-through with the ability to independently prioritize tasks and ensure projects are completed from beginning to completion.
Technology:
Proficiency with Google Workspace, Microsoft Office, CRM systems, and event planning software is preferred.
Professionalism:
Maintains confidentiality, discretion, and a polished, professional demeanor in all client and vendor interactions. Previous experience in event planning, hospitality, project management, or client services preferred. Exceptional organizational and time management skills. Strong written and verbal communication. Ability to manage multiple projects simultaneously. High attention to detail. Professional and polished demeanor. Ability to work independently while collaborating with the planning team. Proficiency with Google Workspace, Microsoft Office, CRM systems, and event planning software is preferred. Ability to maintain confidentiality and exercise discretion with client information. Ideal Candidate The successful candidate is: Client-focused and service-driven. Proactive and solutions-oriented. Calm under pressure. Highly organized with excellent follow-through. Able to anticipate needs before they arise. Passionate about creating memorable client experiences. Committed to completing every assigned project with excellence from start to finish. .
