Senior Event Planning Manager

At Grand Hyatt Baha Mar, we believe exceptional events create extraordinary memories. We are seeking a highly organized, service-focused, and innovative Senior Event Planning Manager to lead the planning and execution of complex meetings, conferences, incentive groups, weddings, and special events across our world-class resort.

This role is ideal for an experienced hospitality professional who excels at building client relationships, coordinating multiple priorities, and delivering flawless event experiences. The Senior Event Planning Manager serves as a trusted advisor to clients while partnering closely with Sales, Operations, Food & Beverage, Banquets, and other departments to ensure every event exceeds expectations. Additionally, this position provides mentorship and leadership to Event Planning colleagues while supporting departmental business objectives and revenue growth.

General Responsibilities

• Performs related duties and special projects as assigned.
• Maintains full knowledge of Grand Hyatt Baha Mar standards, policies, and procedures.
• Attends and participates in daily briefings, departmental meetings, training sessions, and team development initiatives.
• Ensures compliance with all health, safety, hygiene, and service standards.
• Maintains professional appearance, conduct, and communication standards reflective of the Hyatt brand.
• Promotes a culture of collaboration, accountability, innovation, and exceptional guest service.
• Builds strong working relationships with internal departments, external partners, and event clients.
• Represents Grand Hyatt Baha Mar with professionalism, integrity, and a commitment to excellence.
• Complete any other duties assigned by management.

Job Specific Responsibilities

Event Planning & Client Management

• Ensures events progress seamlessly by following established planning procedures and maintaining exceptional attention to detail.
• Manages assigned meetings, conventions, incentive groups, social gatherings, weddings, and corporate events from contract turnover through post-event review.
• Oversees group room blocks, meeting space allocation, and event logistics for medium to large-sized groups.
• Serves as the primary liaison between the client and resort operations throughout the pre-event, event, and post-event phases.
• Anticipates client needs and delivers tailored event solutions that enhance the guest experience.
• Conducts planning calls, site visits, client meetings, and event reviews to ensure successful event execution.
• Builds lasting relationships that encourage repeat business and client loyalty.

Operational Excellence

• Identifies operational challenges and proactively develops solutions that ensure successful event outcomes.
• Collaborates with Banquets, Culinary, Rooms, Engineering, Security, Recreation, Housekeeping, and other operational departments.
• Integrates emerging industry trends, creative event concepts, and innovative guest experiences into planning strategies.
• Facilitates Banquet Event Order (BEO) meetings, group reviews, and operational planning meetings as required.
• Monitors event execution and remains available to resolve issues and ensure service excellence.

Revenue Management & Business Support

• Supports departmental revenue goals through strategic planning and effective management of assigned groups.
• Assists with revenue forecasting and business projections for event groups.
• Identifies opportunities to enhance the guest experience through strategic upselling of products and services.
• Reviews event billing to ensure accuracy and conducts final bill reviews with clients prior to processing.
• Maintains accurate event documentation and updates all applicable event management systems.

Leadership & Team Development

• Serves as a senior resource and subject matter expert within the Event Planning team.
• Trains, coaches, and mentors Event Planning Managers and newly hired team members.
• Shares best practices and supports continuous improvement initiatives within the department.
• Acts as a key holder and resource for event management systems and operational processes.
• Assists the Associate Director of Events in managing departmental priorities and may assume leadership responsibilities in their absence.

Qualifications

Education & Experience

• Bachelor's Degree in Hospitality Management, Tourism, Business Administration, or a related field preferred.
• Minimum of four (4) years of progressive event planning experience, preferably within a luxury hotel or resort environment.
• Experience managing large-scale meetings, conventions, social events, or resort group business preferred.
• Previous leadership, mentoring, or supervisory experience strongly preferred.

Knowledge & Skills

• Experience with Delphi, Envision, Opera, and Hyatt systems preferred.
• Advanced proficiency in Microsoft Word, Excel, Outlook, and other business applications.
• Strong event management, planning, and organizational capabilities.
• Outstanding attention to detail and ability to manage multiple projects simultaneously.
• Excellent interpersonal, presentation, negotiation, and communication skills.
• Ability to effectively engage with individuals from diverse cultural and professional backgrounds.
• Strong problem-solving, decision-making, and analytical skills.
• Demonstrated commitment to delivering exceptional customer service.
• Must possess the following strengths\:
  • High energy and enthusiasm
  • Entrepreneurial mindset
  • Motivational leadership style
  • Exceptional attention to detail
  • Strong business acumen
  • Results-oriented approach
  • Creativity and innovation
  • Ability to perform effectively under pressure.

Physical Requirements

Physical aspects of the position include but are not limited to the following\:

• Frequent sitting, standing, and walking throughout the resort.
• Ability to attend meetings, events, site inspections, and client functions across the property.
• Occasional kneeling, pushing, pulling, lifting, and carrying event-related materials.
• Occasional ascending and descending stairs, ramps, and ladders.
• Ability to work flexible schedules, including evenings, weekends, and holidays, based on business demands.