Corporate Event Planner, Full Time, Hybrid

For you, making people feel welcome is your life’s work. You’re the kind of person that greets new guests warmly, and by the time they leave they feel like old friends. That’s an approach that helps you grow a hospitality career at Westfield.

 

Position Title: Corporate Event Planner 

 

The Corporate Event Planner is responsible for facilitating and executing corporate events at Westfield. The Event Planner collaborates with business units in identifying the purpose and objectives of events while maintaining a focus on driving value across the enterprise. The Event Planner creates, coordinates, and oversees events that deliver a meaningful and memorable experience for guests (e.g. Westfield’s agents, customers, business unit(s), employees). Orchestrates and executes events onsite at hospitality operations facilities (e.g. Blair Center, Westfield Inn, Westfield Country Club) and offsite locations.

 

Essential Functions (primary functions and/or reasons the job exists in order of importance)

 

• Responsible for facilitating and executing corporate events at Westfield. 
• Leads the logistics, facilitation and creation of events (e.g. corporate, retail) and meetings for Westfield.
• Collaborates with event sponsors and hosts to identify the purpose, objectives and measurements for use in building the meeting or event and attracting a target group of internal and external participants by creating meaningful and memorable event experiences
• Develops and maintains trusting business relationships with event sponsors and hosts and focuses on providing the value of Hospitality services.
• Responsible for synchronizing details across events and locations in order to leverage hospitality services such as menus, staffing and facility usage.
• Leads and manages the overall communication of event details and production of event related materials shared among event sponsors, hosts, participants, and leaders
• Plans and executes offsite events including site selection, area research, rate and contract negotiation, activities and transportation arrangements dictated by event needs.
• Builds and maintains the online registration website for each event and manages the collection of attendee reservation data for reporting and communication.
• Responsible to maintain hospitality universal standards with teammates, internal and external host and sponsors.
• Provides guests (e.g. Westfield’s agents, customers, business unit(s), employees) with professional proposals, overviews and holistic budget reporting through entire event cycle. 
• Creates accurate cost estimates through written material and banquet event orders.
• This includes budget planning, adherence to budgets and providing effective status updates.
• Coordinates post event action items, including overall budget management, post event communication and distribution of surveys.
• Supports event coordination and execution across Westfield’s campus. Serves as hospitality host during events, when appropriate, including greeting and managing activities.
• Reviews customer survey results to track and share service trends, recognize positive feedback and works with operations leaders to continuously improve processes as warranted.
• Maintains alignment with corporate and business unit mission, vision, goals and core values.
• Travels occasionally in order to participate in special assignments, training, and/or travel between office locations.

 

Desired Qualifications/Experience/Certification/Education (in order of importance)

 

• 3+ year of experience in Event Planning or experience related to coordinating corporate events, meetings, and/or weddings.
• Experience managing multiple priorities simultaneously while maintaining high level of customer service and professionalism. 
• Experience working with minimal supervision both independently and within a team environment.
• Flexible schedule which may include travel and working on weekends and evenings.
• Experience being accurate with a focus on attention to details.
• Strong organizational skills gained through previous work experiences.
• Experience being adaptable and resourceful in various situations.
• Ability to promote additional products and services through internal and external cross-sell opportunities during customer interactions. 
• Excellent verbal, written and interpersonal communication skills resulting in the ability to interact with all levels in the organization and with customers.
• Strong organizational skills with demonstrated ability to maintain multiple work streams, meet deadlines and, maintain customer service expectations.
• Experience with Microsoft Office, including Word, Excel, OneNote or transferable software packages/programs including experience building banquet event orders and floor plans.
• Experience using property management software and online registration software.
• Bachelor’s degree or commensurate experience.
• Valid driver’s license and a driving record that conforms to company standards. 

 

Physical Requirements (specific to the role)   

 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. 

 

• Ability to work effectively in both an indoor and outdoor work environment for 40+ hours per week (including sitting, standing, and working on a computer for extended periods of time).
• Ability to communicate effectively in a collaborative work environment utilizing various technologies such as:  telephone, computer, web, voice, teleconferencing, e-mail, etc.
• Ability to work a flexible schedule, including evenings and weekends.
• Ability to travel as required.
• Ability to remain on feet, standing our walking, for the majority of the work day.
• Ability to maintain movement, including bending, lifting, and carrying up to a minimum of 35 lbs.
• Ability to operate an automobile within the parameters of the driving policy.

 

This job description describes the general nature and level of work performed in this role. It is not intended to be an exhaustive list of all duties, skills, responsibilities, knowledge, etc. These may be subject to change and additional functions may be assigned as needed by management.

 

Westfield is an insurance company that cares about relationships. We know that spending time together builds trust, brings joy and creates memories. It’s what gets us excited about hosting guests at our world-class country club, conference center and inn. Our full-time hospitality team plans and serves an exciting range of corporate, social and holiday events – all while enjoying competitive pay and excellent benefits. Learn more about current opportunities at www.westfieldinsurance.com/careers.

 

We are an equal opportunity employer/minority/female/disability/protected veteran.

 

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