Event Planner

Overview

The Event Planner is the main contact for the client during the planning process leading up to their event, including the day of.  This role works with the event sales team to ensure a seamless transition post contract, works with the events team, and follows through post event.

Core Responsibilities

Event Planning & Coordination

• Serve as the client’s primary point of contact from contract signature through event completion.

• Conduct detailed planning meetings and ongoing communication to clarify menu selections, timelines, logistics, rentals, décor, service style, and all event specifications.

• Create floor plans, event timelines, kitchen orders, rental orders, and packing lists with accuracy and attention to detail.

• Coordinate and source equipment, décor, specialty rentals, and vendor services as required.

• Arrange and participate in site visits and walk-throughs at venues or private properties.

• Maintain strong working relationships with venues and vendors to ensure seamless collaboration.

Event Execution Support

• Partner with the Staffing Coordinator to ensure appropriate event staffing levels based on guest count, service style, and complexity.

• Brief and support Event Captains, ensuring they have clear direction, all required documents, and a full understanding of event expectations.

• Monitor event details to ensure adherence to Gourmet Galley’s service standards, culinary integrity, presentation, and timeline.

• Provide day of on-site support with setup, vendor coordination, and timeline execution.

Post-Event Follow-Through

• Conduct post-event client follow-ups to ensure satisfaction and identify future opportunities or referrals.

• Review event outcomes and collaborate with the team to address feedback or opportunities for improvement.

• Close out each event's documentation, financials, and CRM notes accurately and promptly.

Team & Administrative Support

• Maintain updated inventory lists for décor and sales tools.
  Assist with meeting preparation, agenda drafting, and follow-up notes.

• Support marketing or business development tasks during overflow periods.

• Help ensure smooth internal communication across sales, culinary, staffing, and leadership teams.

Skills & Competencies

• Strong organizational and time-management skills.

• Excellent written and verbal communication abilities.

• Comfort with customer interaction and a warm, professional demeanor.
  High attention to detail and accuracy.

• Ability to manage multiple tasks in a fast-paced environment.

• Basic understanding of catering, hospitality, or events (preferred).
  Tech-savvy with comfort using CRM systems, Google Workspace, and Microsoft Office.

• Team-oriented mindset with willingness to learn and take direction.

Growth Path

• Eligible for promotion to Sales & Event Specialist, pending performance metrics.

• Metrics may include: lead response times, proposal accuracy, positive client feedback, successful event-day support, administrative reliability, and contribution to sales activity.

• Promotion pathway includes mentorship, structured skill development, and increased responsibility.
   

Requirements

• 1+ year experience in hospitality, events, administrative support, or customer service (preferred but not required).

• Weekend and evening availability when needed for events.

• Ability to lift up to 25 lbs and stand for extended periods during event support.

• Reliable transportation to office, venues, and event sites.
   

Compensation for 2026

TBD

Benefits

TBD