Event Planning Manager - Wedding/Social Job at Pyramid Global Hospitality (Excelsior Springs)

Job Description

The Events Planning Manager – Wedding/Social at The Elms Hotel & Spa is responsible for planning, coordinating, and executing all assigned weddings and social events in a historic, luxury resort environment. This role serves as the primary liaison for couples and clients from contract handoff through event completion, ensuring a seamless, elegant, and memorable experience that reflects The Elms’ legacy of exceptional service, timeless charm, and personalized hospitality.

Job Responsibility

Manage assigned weddings and social events from contract handoff through post-event follow-up
Coordinate all event logistics including ceremonies, receptions, timelines, room layouts, décor, audiovisual, food & beverage functions, and special requests
Lead detailed planning meetings, tastings, site tours, and rehearsals, showcasing The Elms’ venues, guest rooms, and resort amenities
Prepare, review, and distribute accurate and timely Banquet Event Orders (BEOs)
Be present on-site during events to oversee setup, manage timelines, and ensure flawless execution aligned with The Elms’ service standards
Build strong, trust-based relationships with couples, families, and social clients
Provide calm, polished, and solutions-focused guidance throughout the planning process
Collaborate with Spa, Guest Services, and Front Office teams to enhance the guest experience, including room blocks, spa services, rehearsal dinners, farewell brunches, and guest itineraries
Anticipate needs and proactively resolve concerns with professionalism, discretion, and empathy
Serve as the primary liaison between clients, preferred and outside vendors, and internal hotel departments
Work closely with Banquets, Culinary, Housekeeping, Engineering, Front Office, Sales, and Spa teams to ensure seamless execution
Lead internal pre-event meetings and communicate updates or last-minute changes clearly and effectively
Review wedding and social event contracts for accuracy
Ensure timely deposits, accurate billing, and final invoicing
Track guest counts, menu selections, enhancements, and upgrades
Identify and recommend upselling opportunities aligned with The Elms’ offerings (premium bar packages, specialty linens, spa experiences, late-night bites, etc.)
Ensure compliance with hotel policies, safety standards, and licensing requirements
Uphold The Elms Hotel & Spa’s brand standards, service culture, and historic reputation
Ensure each event reflects the elegance, attention to detail, and guest-first philosophy of the property
Support post-event follow-up, feedback collection, and reputation management
Participate in continuous improvement of wedding and social event offerings and processes

Requirements

5+ years of wedding and/or social event planning experience, preferably in a hotel, resort, or luxury venue environment
Strong organizational skills with exceptional attention to detail
High emotional intelligence and ability to manage high-expectation, once-in-a-lifetime events
Excellent written and verbal communication skills
Ability to work flexible schedules including evenings, weekends, and holidays
Proficiency in event management systems and Microsoft Office (Envision preferred)
Ability to stand and walk for extended periods during events
Ability to lift up to 25 lbs
On-site presence required for rehearsals and wedding days

What we offer

comprehensive health insurance
retirement plans
paid time off
on-site wellness programs
local discounts
employee rates on hotel stays
ongoing training and development opportunities
opportunities for advancement

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Event Planning Manager - Wedding/Social

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