Conference Meeting Planner, Chaminade Resort & Spa

Pyramid Global Hospitality•Santa Cruz, CA

1d•$75,000 - $80,000•Onsite

About The Position

The Conference Planning Manager serves as the primary point of contact for conference and group clients after the sales process. This role is responsible for planning, coordinating, and executing all aspects of group events while building strong client relationships and ensuring every event exceeds expectations. Success in this role requires exceptional organization, proactive communication, attention to detail, and a genuine passion for creating outstanding guest experiences.

Requirements

High school diploma or equivalent required.
Minimum of 2 years of conference services, event planning, or hotel convention services experience preferred.
Experience in a hotel, resort, conference center, or convention environment strongly preferred.
Knowledge of meeting room setups, banquet operations, conference service equipment, and audio-visual requirements.
Experience with Delphi and Microsoft Office Suite preferred.
Exceptional organizational, multitasking, and time management skills.
Outstanding verbal and written communication skills.
Strong problem-solving abilities with a calm, guest-focused approach.
Ability to work collaboratively with multiple departments in a fast-paced hospitality environment.
Flexible schedule, including evenings, weekends, and holidays as business needs require.

Responsibilities

Serve as the primary liaison between clients and resort departments throughout the planning process.
Build strong, professional relationships through timely, accurate, and proactive communication.
Anticipate client needs and ensure every detail is planned well in advance of arrival.
Coordinate all conference and group event details, ensuring client expectations and contractual commitments are met or exceeded.
Conduct pre-arrival reviews of all group functions to verify event details and hotel readiness.
Meet with operational departments to communicate event requirements and resolve any outstanding issues before client arrival.
Respond promptly to client inquiries via phone, email, and in person using exceptional customer service and professional etiquette.
Address client concerns quickly and effectively to ensure complete guest satisfaction.
Maintain organized and accurate client files, event documentation, and correspondence.
Partner closely with Sales, Banquets, Food & Beverage, Front Office, Housekeeping, Engineering, and other departments to ensure seamless event execution.
Maintain a thorough understanding of resort facilities, meeting spaces, policies, procedures, and operational capabilities.