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Event Planning Executive

2 weeks ago

Melbourne, Australia Hyatt Place Melbourne, Caribbean Park Full time

Summary

**About the role**:Client & Event Management**
- 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