Junior Event Planner

Hillwood•Westlake, TX

50d•Onsite

About The Position

Hillwood is seeking a Junior Event Planner to join the Circle T Ranch Events team in Westlake, TX, supporting all phases of planning and execution for high-profile programs hosted by Hillwood and Circle T Ranch. This includes investor summits, executive meetings, community celebrations, and private hospitality experiences. Reporting to the Circle T Ranch Events Manager, the role will collaborate closely with senior event leadership, ranch operations, culinary, marketing, and vendor teams to deliver events that are thoughtful, efficient, elegant, and authentically Texan in an elevated setting. The selected individual will gain exposure to high-level event operations and work alongside a passionate, creative, and collaborative hospitality team. This is a unique opportunity to contribute to one of Texas's most distinctive private ranch venues - where leadership, service, and community are celebrated through every event.

Requirements

Strong organizational skills with the ability to manage multiple projects simultaneously.
Excellent verbal and written communication; comfortable interacting with executives, vendors, and high-profile guests.
Proficiency with Microsoft Office Suite, Canva, and event-management software (e.g., Social Tables, Asana, Cvent).
Design-oriented mindset and keen eye for detail-from table styling to signage placement.
Calm under pressure, flexible, resourceful, and solutions-driven.
Willingness to work evenings, weekends, and holidays as event schedule requires.
Bachelor's degree in Event Management, Hospitality, Marketing, or a related field.
1-3 years of professional experience in event planning, hospitality or corporate production settings.

Nice To Haves

Experience in luxury hospitality, private-property venues, or corporate event settings preferred.

Responsibilities

Assist in event development and delivery-from small executive meetings to large-scale gatherings (e.g., investor summits, leadership meetings, community picnics).
Support venue layout design, rental coordination, and vendor management (AV, catering, décor, transportation, floral, etc.).
Create and maintain detailed event timelines, production schedules, and run-of-show documents.
Manage RSVP lists and guest communications.
Assist with vendor quotes, purchase orders, and expense tracking to ensure projects remain on budget.
Serve as a key point of contact during event setup, execution, and breakdown.
Support set-up and tear-down, ensuring all spaces meet brand and safety standards.
Provide exceptional guest service and hospitality to Executives, Property Owners and their guests, and VIP attendees.
Anticipate and troubleshoot event-day challenges with professionalism and poise.
Uphold the Circle T Ranch aesthetic - blending elevated design with a deep sense of place rooted in Texas heritage.
Collaborate on branded materials like event signage, invitations, menus, and other collateral.
Contribute creative ideas for event styling, décor, and experiential elements that enhance guest connection to the Hillwood brand.
Assist in the scheduling and updating of the master event calendar.
Support scheduling, internal communications, and event recap reporting.
Participate in on-site walk-throughs, post-event debriefs, and annual planning sessions.