Event Planning Manager

Viceroy Hotels

Viceroy Hotels & Resorts offers a fresh take on hospitality, centered on the richness of experiences and cultural connection. A leader in modern luxury, Viceroy is committed to creating unique, immersive experiences that allow guests to craft unforgettable narratives rooted in the authenticity of each destination. Viceroy's portfolio of hotels and resorts can be found in a diverse array of breathtaking and inspiring locations including Los Cabos, Santa Monica, Chicago, Riviera Maya, Kopaonik, Snowmass, Washington D.C., St. Lucia, and Portugal's Algarve, with a forthcoming resort in Sun Valley, Idaho slated to open in summer 2026.

Overview

Viceroy Hotels & Residences is returning to New York City with the opening of Viceroy Park Avenue in December 2026. Located in the heart of Manhattan's NoMad neighborhood, this highly anticipated luxury hotel represents an exciting new chapter for the globally recognized, design-forward hospitality brand. We are seeking motivated, hospitality-driven professionals who are passionate about delivering exceptional guest experiences. This is a unique opportunity to be part of a pre-opening team, helping establish the property's culture, service standards, and operational excellence from day one.

We are seeking a highly organized, client-focused Event Planning Manager. This role is responsible for the successful planning, coordination, and execution of group meetings, conferences, and special events following the turnover from the Sales team. The Event Planning Manager serves as the primary liaison between clients and hotel departments, ensuring every event is flawlessly executed while delivering exceptional service and maximizing 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 partner closely with Sales/Catering and Food and Beverage operators to ensure the seamless execution of all contracted group business.

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

Qualifications

• 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.