Job Description

Overview

Are you a thoughtful planner who thrives on transforming ideas into exceptional experiences? Join our team as the primary planning partner for clients hosting events within the Kalamazoo Event Center’s event spaces.

In this role, you will guide clients from the contracted sales handoff through planning, execution, billing, and post-event follow-up. You will curate a robust variety of events ranging from weddings and holiday parties to trade shows and conferences. Through expert guidance, detailed communication, and strong operational partnership, you will translate each client’s goals into a seamless event experience while supporting financial performance and Greenleaf Hospitality Group’s vision to be the Host of Kalamazoo.

This position is responsible for events held within the Kalamazoo Event Center’s event spaces and does not oversee arena programming, including sporting events, concerts, tournaments, consumer shows, or other ticketed and specialty entertainment.

What You'll Be Doing

• Serve as the client’s primary planning partner following the contracted sales handoff. Build relationships through communication, guidance, and a clear understanding of each event’s objectives, priorities, and measures of success.
• Lead pre-planning meetings to understand each client’s vision and needs. Provide expert recommendations related to room layouts, timelines, food and beverage, audiovisual production, décor, guest flow, vendor requirements, and other experience elements.
• Develop exceptionally detailed and accurate Banquet Event Orders, event diagrams, event resumes, timelines, and supporting documentation that communicate all event requirements.
• Lead and participate in recurring event meetings to confirm that all details are clearly understood and operationally achievable. Collaborate closely with Banquets, Culinary, Event Technology, Facilities, Security, Parking, Finance, Sales, and other internal partners.
• Coordinate the use of the event space, including logistical requirements, in accordance to venue and client requirements.
• Understand the client’s goals and available services to recommend appropriate food and beverage, audiovisual, production, and experience enhancements that add value to the event and support departmental financial objectives.
• Maintain a thorough understanding of contracted commitments, payment schedules, pricing, minimums, and event requirements. Clearly document and communicate additions or changes that may affect the client’s agreement or final charges. Partner with Finance and operational teams to produce accurate and timely final billing in accordance with contracted payment guidelines.
• Provide leadership during key event periods, serving as the client’s primary contact and escalation point. Partner cross-functionally to confirm that arrangements meet the agreed-upon plan, manage on-site changes, and support overall client satisfaction.
• Respond promptly to client questions and concerns. Collaborate cross-functionally to identify solutions that protect the guest experience and support long-term relationships.
• Support the Sales team throughout the client journey by ensuring a seamless transition from contracting to execution, identifying potential future opportunities, and contributing to client retention and rebooking.
• Actively seek client and operational feedback and evaluate event results to continuously improve future event experiences.
• Build positive, collaborative relationships across the Kalamazoo Event Center and Greenleaf Hospitality Group by consistently demonstrating the organization’s vision, mission, core values, and commitment to exceptional hospitality.

What You Need For This Position

• 3+ years of experience in event planning, event services, convention services, catering services, or related event management. Experience within a hotel, convention center, or large-scale event venue is preferred.
• Demonstrated ability to independently manage client or stakeholder relationships and detailed event logistics from initial planning through execution and post-event closeout.
• Experience planning a variety of events, such as meetings, conferences, weddings, receptions, holiday parties, exhibitions, or trade shows.
• Strong client relationship skills with the ability to understand event objectives, provide expert guidance, establish clear expectations, and build long-term relationships.
• Exceptional organizational and time management skills with attention to detail and the ability to manage multiple events at different stages of planning.
• Ability to remain composed under pressure while responding to changing client needs, operational challenges, and time-sensitive decisions.
• Professional presence and sound judgment to lead complex, high-profile, or milestone-driven events with confidence, discretion, and poise.
• Strong written and verbal communication skills with the ability to create accurate event documentation and lead effective cross-functional communication.
• Financial awareness with an understanding of event pricing, contractual commitments, minimums, labor considerations, billing processes, and the impact of event decisions on profitability.
• Ability to identify and recommend enhancements that provide meaningful value to clients while supporting revenue and service objectives.
• Working knowledge of banquet operations, food and beverage service standards, audiovisual production, event diagrams, vendor logistics, exhibit requirements, and event flow.
• Strong technical aptitude with the ability to accurately and efficiently enter information into event management, diagramming, communication, and financial software systems.
• Self-directed and proactive, with the ability to anticipate needs, identify potential challenges, and independently move planning forward.
• Availability to work a flexible schedule, including evenings and weekends, based on the assigned event calendar.
• Ability to remain seated or standing for extended periods and lift up to 40 pounds.

What's In It For You

• Join an award-winning, high-performing team that values relationships, collaboration, curiosity, and creating exceptional experiences.
• Clear growth paths within GHG Events or broader Greenleaf Hospitality Group leadership roles
• The opportunity to help shape the client experience at one of Kalamazoo’s premier event destinations

• Parental Leave Program 
• 401(k) with 100% match up to 3% 
• Medical/Dental/Vision 
• Annual Bonus Program
• Robust Employee Assistance Program providing a wide range of services including up to 7 free counseling sessions per year
• Health and Wellness reimbursement up to $600 annually for items like massages, gym memberships, running shoes, etc.
• 10% Discount on GHG outlets
• Remote work program offering up to 5 days per month remote work, based around scheduled site tours and event support.
• Complimentary access to Employee Cafeteria for one meal each day