Event Planning Manager

Event Planning Manager

Welcome to Pyramid Global Hospitality, where people come first. As a company that values its employees, Pyramid Global Hospitality is dedicated to creating a supportive and inclusive work environment that fosters diversity, growth, development, and wellbeing. Our commitment to a People First culture is reflected in our approach to employee development, employee benefits and our dedication to building meaningful relationships.

Pyramid Global Hospitality offers a range of employment benefits, including comprehensive health insurance, retirement plans, and paid time off, as well as unique perks such as on-site wellness programs, local discounts, and employee rates on hotel stays. In addition, Pyramid Global Hospitality is committed to providing ongoing training and development opportunities to help our people build the skills and knowledge they need to advance their careers.

Whether you are just starting out in the hospitality industry or are a seasoned professional, Pyramid Global Hospitality offers a supportive and collaborative work environment that encourages growth and fosters success, in over 230 properties worldwide. Join their team and experience the benefits of working for a company that values its employees and is committed to creating exceptional guest experiences.

About our property:

Welcome to the Virginia Guesthouse. Opening in April 2026, the Virginia Guesthouse is a 214-room hotel featuring 25,000 square feet of conference and event space located on the beautiful Grounds of the University of Virginia. Making its debut in the spirited WAHOO community, the Guesthouse will offer a vibrant and inspiring setting for guests, conference attendees, faculty, and students alike. We're building a team that's as welcoming and dynamic as the guests we'll serve. Whether you're an experienced hospitality professional or just starting your career, you'll have the opportunity to learn, grow, and make a meaningful impact in a supportive, people-first environment. If you're passionate about hospitality and ready to shape the guest experience from day one, join us—and be part of something special at the Virginia Guesthouse.

What you will have an opportunity to do:

We are seeking a highly motivated, creative, and customer-focused leader to join our team as Event Planning Manager. The ideal candidate brings a hands-on leadership style, strong knowledge of conference center operations, food and beverage execution, space optimization, and event technology. This individual works closely with conference services, banquets, sales, and hotel leadership to ensure flawless execution, revenue optimization, and consistently high guest satisfaction.

Essential Functions

• Proactively solicit and secure new event business through prospecting, networking, and industry engagement.
• Cultivate and maintain strong relationships with corporate, social, and event clients to drive repeat and referral business.
• Prepare customized proposals, cost estimates, contracts, and Banquet Event Orders (BEOs) in an accurate and timely manner.
• Conduct site visits, client presentations, and pre-event meetings to showcase the property and finalize event details.
• Serve as the primary contact for clients from initial inquiry through event completion, ensuring all details are clearly communicated and executed.
• Collaborate with internal departments (Culinary, Banquets, Rooms, Front Office, and Accounting) and external vendors to deliver flawless events.
• Oversee the creation and distribution of BEOs, rooming lists, and other event documentation, for events booked directly and for events assigned by the Director of Event Planning, to ensure accuracy and operational readiness.
• Attend and oversee key events as required, including weekends or holidays, to ensure client satisfaction and service excellence.
• Support billing accuracy by coordinating deposits, final payments, and post-event reconciliations with accounting.
• Maintain active involvement in local and regional networking opportunities, industry associations, and community events.
• Stay informed on catering and event trends, competitor offerings, and industry's best practices to ensure a competitive advantage.
• Contribute to marketing initiatives, familiarization events (FAMs), and social media efforts that highlight the property's catering capabilities.
• Utilize the hotel's CRM or sales system (Delphi or similar) to document leads, client communications, contracts, and follow-up actions.
• Provide accurate reporting on sales activity, forecasting, and performance metrics as requested by the Director of Event Planning.

What are we looking for?

• Previous experience in planning and execution of Banquet/Catering events
• Strong leadership skills
• Thorough, detail oriented, organized, and pro-active
• Independent thinker and doer
• Strong sense of style and taste
• Strong, intuitive ability to deliver exceptional customer service
• Proficient knowledge with both AV and IT.
• Management/supervisory experience
• Knowledge of maintaining all audio-visual equipment, to include storage.
• Experience reading and understanding Banquet Event Orders
• Ability to communicate effectively with all guests and team members.
• Experience with scheduling, hiring, and training team members.

Compensation:

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Pyramid Global Hospitality is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. Actual compensation packages are based on a wide array of factors unique to each candidate, including but not limited to skill set, years & depth of experience, certifications and specific office location. This may differ in other locations due to cost of labor considerations.