EVENT PLANNING EXECUTIVE

Full job description
Summary

About the role:Client & Event Management

Respond promptly and professionally to all event enquiries via phone and email, in accordance with Hyatt Event Standards.

Prepare tailored proposals, contracts, and event confirmations, ensuring all client requirements are clearly captured and accurately communicated.

Conduct site inspections with a focus on understanding client objectives and showcasing the hotel’s offerings.

Act as the key point of contact for clients from planning to event completion, ensuring seamless execution and an exceptional experience.

Conduct thorough post-event follow-up, capturing feedback to enhance future service delivery and encourage repeat business.

Internal Coordination & Communication

Communicate event details effectively to operational teams, including through weekly BEO meetings, group briefs, and detailed event orders to senior management and operational team members.

Collaborate with the Sales team on presentations, project support, lead conversion, and account management as required.

Liaise with all hotel departments to ensure smooth event execution and alignment with operational capacities.

System & Process Compliance

Maintain complete and accurate records of all quotes, contracts, and agreements in line with Hyatt’s Policies & Procedures.

Ensure financial records, reporting, and licensing requirements are met in accordance with local laws and hotel policy.

Sales & Revenue Focus

Identify and promote upselling opportunities during event planning, such as upgraded AV, premium menus, and bespoke experiences to maximise event revenue.

Work with the Sales and Revenue teams to align group pricing and availability with business goals and seasonal trends.

Support rate loading, documentation accuracy, and reporting on key account production as directed by the Director of Sales.

Brand, Innovation & Experience

Deliver the Hyatt brand promise by consistently providing personalised, high-quality service to clients and internal teams.

Embrace innovation by leveraging digital tools (e.g. CRM, hybrid event platforms, virtual tours) to enhance efficiency and service quality.

Contribute creative ideas to improve event offerings, and remain informed on emerging trends in event planning and guest experiences.

Sustainability & Risk Management

Support the hotel’s sustainability initiatives by promoting eco-friendly event solutions, such as waste reduction and digital communication.

Ensure events comply with health and safety protocols, including contingency planning for last-minute changes due to emergencies or disruptions.

Qualifications

Minimum 3 years experience in Event Planning in Hotels

Full working rights in Australia