Event Planning Manager

Embassy Suites Blue Ash•Blue Ash, OH

2d•Onsite

About The Position

The Event Planning Manager is responsible for coordinating and executing group events, meetings, and social functions for Embassy Suites Blue Ash from the post-sale turnover through event completion. This role serves as the primary liaison between clients and hotel operations, ensuring seamless communication, detailed planning, and exceptional event execution. The ideal candidate is highly organized, detail-oriented, customer-focused, and thrives in a fast-paced hospitality environment while delivering outstanding guest experiences.

Requirements

Minimum 2 years of hotel event planning, conference services, or hospitality operations experience preferred.
Experience with Hilton systems and hotel sales/event platforms preferred.
Strong organizational, communication, and multitasking abilities.
Excellent customer service and problem-solving skills.
Ability to manage multiple events simultaneously in a fast-paced environment.
Strong attention to detail and follow-through.
Proficiency in Microsoft Office and hotel event management software.
Ability to work collaboratively across hotel departments.

Responsibilities

Manage group and event business after contract execution through final event completion.
Serve as the primary contact for clients throughout the planning process.
Coordinate all event details, including meeting room setups, food and beverage requirements, audiovisual needs, timelines, VIP requests, transportation, and special accommodations.
Prepare and distribute Banquet Event Orders (BEOs), group resumes, and other operational documents accurately and on time.
Conduct pre-conference meetings and communicate all event specifications to hotel departments.
Monitor rooming lists, meeting space utilization, and event schedules to ensure accuracy and efficiency.
Ensure all events are executed according to Hilton brand standards and hotel service expectations.
Work closely with the banquet, culinary, front office, housekeeping, and maintenance teams to ensure operational readiness.
Build strong relationships with clients, meeting planners, corporate contacts, sports teams, wedding coordinators, and community organizations.
Provide exceptional customer service throughout the event lifecycle.
Respond promptly and professionally to client requests and changes.
Resolve issues quickly and effectively while maintaining a positive guest experience.
Conduct post-event follow-up to measure satisfaction and identify future opportunities.
Assist the sales team with site visits, client tours, and event presentations when needed.
Collaborate with sales leadership on event strategy, space optimization, and guest experience initiatives.
Monitor group block pickup, cutoff dates, and event timelines.
Ensure compliance with hotel policies, contracts, billing procedures, and operational standards.
Support internal communication between departments to maximize efficiency and service delivery.
Maintain accurate records, event documentation, correspondence, and client communication within hotel systems.
Manage event planning timelines and ensure deadlines are consistently met.
Prepare reports related to event activity, operational needs, and group status.
Maintain organized event files and detailed notes for all programs.