Event Manager - Special Events (Hotel Sales)

Employment Type: This is a full-time, temporary position scheduled to run through December 31, 2027.

About the Role

The Event Manager supports the Senior Event Manager and Director of Special Events in planning, coordinating, and delivering high‑quality events for the Special Events Team for a large, global hotel chain. This role is responsible for managing logistics, communications, vendor coordination, branding needs, and event reporting. You will play a key role in ensuring every event - internal or customer‑facing - is executed smoothly, professionally, and in alignment with stakeholder objectives.

This position requires strong organizational skills, exceptional communication, and the ability to manage multiple projects simultaneously in a fast‑paced environment.

Key Responsibilities

Event Planning & Coordination

• Partner with internal stakeholders to gather requirements, align on objectives, and ensure accurate and timely event execution.
• Create and distribute internal and external communications, agendas, presentations, and event-related PowerPoints.
• Manage branding needs by submitting requests, uploading assets, and coordinating with internal platforms and design teams.
• Monitor and manage generic event inboxes, responding to inquiries within 24 hours.
• Handle attendee registration, including uploading lists, tracking RSVPs, processing cancellations, updating statuses, and maintaining registration platforms.

Vendor & Financial Management

• Support the contracting process using standard agreements (service, entertainment, speaker agreements).
• Prepare and issue RFPs based on event needs using the standard RFP template.
• Maintain event financials, including expense submissions, vendor billing, and reconciliation in line with department procedures.

On‑Site & Virtual Event Execution

• Assist with the setup, coordination, and delivery of live, hybrid, and virtual events.
• Oversee assigned workstreams for larger or more complex events to ensure deliverables meet expectations.
• Attend internal and industry events or site visits as required.

Reporting & Post‑Event Activities

• Develop post‑event surveys, track responses, and prepare insights and reports.
• Capture and document key outcomes, lessons learned, and recommended improvements.

Skills & Qualifications

• Proven experience planning, coordinating, and executing events from concept to completion.
• Strong organizational and time‑management skills; able to handle multiple events and deadlines simultaneously.
• Excellent verbal and written communication skills.
• Experience managing budgets, negotiating vendor contracts, and tracking expenses.
• Ability to evaluate event performance using KPIs and participant feedback.
• Resourceful problem‑solver, comfortable navigating last‑minute changes.
• Flexible approach to work hours and able to support additional duties as needed.
• Proficient in Microsoft Outlook, Word, Excel, PowerPoint, Teams, WebEx, and Zoom.
• Experience with Salesforce and MicroStrategy is preferred.
• Professional appearance and manner.
• Experience in the hospitality or travel industry is an advantage.

Benefits

• Paid Time Off (PTO)
• 401(k) with 3% employer match (after probationary period)
• Fully employer‑paid medical, dental, and vision insurance for the employee
• Mobile phone allowance