Event Planner

About the Role

We are seeking an organized, detail-oriented Event Planner professional to support the planning, coordination, and delivery of Leisure Showcases and other Leisure & All-Inclusive events and initiatives for a large, global, hotel chain.

This role combines hands-on event planning with operational and administrative support. You will work closely with the Leisure & All-Inclusive team and internal and external partners to coordinate venues, vendors, event materials, communications, budgets, logistics, and overall event execution.

Candidates should live within convenient proximity to a major airport and be comfortable traveling approximately 20% throughout the U.S. and Canada.

Responsibilities

Event Planning & Execution

• Help plan, coordinate, and execute Leisure Showcases from pre-planning through post-event follow-up.
• Coordinate event marketing, budgets, resources, supplies, catering, entertainment, signage, presentations, and collateral.
• Research, select, and negotiate with venues and vendors to secure competitive rates and terms.
• Support on-site event setup, execution, and breakdown.
• Maintain event information, including vendor and venue contacts, budgets, attendance, and post-event documentation.

Leisure & All-Inclusive Support

• Coordinate schedules, registration, participant communications, materials, transportation requirements, itineraries, and follow-up.
• Support event calendars, invitations, presentations, briefing documents, surveys, and communications.
• Partner with participating hotels and internal teams to gather property information, offers, branding assets, and supporting materials.
• Track deadlines and deliverables, flag potential risks, and help resolve logistical issues.

Operations Support

• Maintain event trackers, calendars, files, databases, budgets, and reconciliation records.
• Prepare event summaries, attendance reports, feedback results, and other updates.
• Assist with invoice processing, budget tracking, expense reconciliation, purchasing requirements, and documentation.
• Provide general administrative and operational support to the Hilton Field Sales Team.
• Assist with additional Leisure & All-Inclusive initiatives as needed.

What We're Looking For

• Experience planning and coordinating events from concept through completion.
• Experience managing event budgets, vendor contracts, and expenses.
• Strong written and verbal communication skills.
• Excellent organizational skills with the ability to manage multiple events and deadlines.
• Ability to evaluate event success through KPIs and attendee feedback.
• Resourceful and comfortable handling changing priorities or last-minute event needs.
• Flexibility with working hours when events require additional support.
• Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, SharePoint, Teams, WebEx, and Zoom.
• Experience with Salesforce and MicroStrategy is preferred.
• Hospitality or travel industry experience is preferred.
• Professional approach when working with internal teams, hotel partners, vendors, and other stakeholders.

Benefits

• Fully employer‐paid medical, dental, and vision insurance for the employ
• 401(k) with 3% employer match (after probationary period)
• Paid Time Off (PTO)
• Company-issued mobile phone