Event Planning Manager
About The Position
Viceroy Hotels & Resorts is seeking a highly organized, client-focused Event Planning Manager for its new property, Viceroy Park Avenue, opening in December 2026 in New York City. This role is responsible for the successful planning, coordination, and execution of group meetings, conferences, and special events after turnover from the Sales team. The Event Planning Manager will act as the primary liaison between clients and hotel departments, ensuring flawless execution, exceptional service, and maximum guest satisfaction. The ideal candidate is a detail-oriented hospitality professional with strong relationship-building skills, exceptional organizational abilities, and a passion for creating memorable experiences. This individual will collaborate closely with Sales/Catering and Food and Beverage operators to ensure seamless execution of all contracted group business.
Requirements
- Exceptional organizational skills with outstanding attention to detail and follow-through.
- Proven ability to manage multiple groups, events, and priorities simultaneously within a fast-paced luxury hospitality environment.
- Strong knowledge of conference services, group planning, banquet operations, and event execution.
- Outstanding interpersonal and relationship-management skills with a client-focused approach.
- Exceptional verbal and written communication skills.
- Demonstrated ability to remain calm and effective under pressure while managing complex events.
- Strong problem-solving, decision-making, and conflict-resolution abilities.
- Ability to anticipate guest and client needs while delivering proactive solutions.
- Demonstrated understanding of luxury hospitality service standards and guest expectations.
- Strong financial acumen with experience managing billing, event revenue, and group profitability.
- Technologically proficient with Microsoft Office Suite and hotel systems such as Delphi, Opera, CI/TY, Salesforce, or similar platforms.
Responsibilities
- Serve as the primary point of contact for clients following the transition from the Sales team through program completion.
- Manage all aspects of group meetings, conferences, events, and room blocks to ensure successful execution and client satisfaction.
- Conduct planning calls, pre-convention meetings, and site visits with clients to review event requirements and establish detailed program specifications.
- Prepare and distribute Group Resumes, Event Orders, and other operational documentation for all assigned groups.
- Communicate client expectations and event details to hotel departments, ensuring accurate execution of all contracted services.
- Coordinate meeting room set-ups, audiovisual requirements, food and beverage functions, transportation arrangements, VIP amenities, and special requests.
- Monitor group room blocks and collaborate with Revenue Management and Reservations to optimize inventory management and revenue opportunities.
- Facilitate weekly operations meetings and pre-convention meetings for assigned groups and events.
- Conduct daily reviews of event operations and remain accessible throughout programs to address client needs and resolve issues promptly.
- Work closely with operational departments to ensure seamless event execution.
- Anticipate client needs and proactively resolve challenges before they impact the guest experience.
- Ensure all event details, billing instructions, and contractual commitments are executed accurately and according to hotel standards.
- Review group billing, master accounts, and final invoices to ensure accuracy and timely reconciliation.
- Conduct post-event follow-up with clients and support efforts to secure repeat business opportunities.
- Champion the Company's service and relationship strategy by delivering exceptional customer service throughout every stage of the client experience.
- Participate in Sales, Catering, and Operations meetings and contribute to overall departmental goals and strategies.
- Maintain detailed client records and activity notes within hotel sales and event management systems.
- Support site inspections and client presentations as necessary.
- Assist with forecasting, reporting, and special projects as assigned by hotel leadership.
- Other duties as required/assigned
Stand Out From the Crowd
Upload your resume and get instant feedback on how well it matches this job.
What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
No Education Listed
