EVENT PLANNER

Job Summary

The Event Planner is responsible for executing various hospitality initiatives and associated support services to offer best-in-class service to NBCU clients. This position will focus on supporting meeting and events on The Commons Conference Center, large-scale events, and employee activations. 

RESPONSIBILITIES: 
•Serve as primary contact for clients for The Commons Conference Center, responsible for coordinating meetings and ensuring a high-quality client experience
•Assist Manager of Hospitality with planning and execution of larger-scale events in Facilities-managed spaces
•Manage and book Conference Center meeting reservation requests, maintaining room schedules through Outlook booking system
•Communicate directly with clients before, during and after meetings, maintaining positive relationships and responding to inquiries and requests in a timely manner, including management of the Hospitality Team inbox
•Serve as on-site host for meetings and events to ensure smooth operations, client satisfaction and effectively handle any issues that arise
•Collaborate with Catering to plan menu offerings and coordinate with clients 
•Coordinate and manage NBCU trade services including A/V, janitorial, movers, and security
•Assist with daily Conference Center floor management including daily walkthroughs of space and room refreshes and resets as required
•Presence at Hospitality Desk on The Commons is required; must be comfortable meeting and engaging with people in a warm and welcoming manner
•Ensure Event Log is updated in a timely and accurate manner
•Maintain work order log and submit work orders in Archibus system as needed
•Maintain inventory of supplies and place orders as needed
•Address and resolve customer complaints or issues related to reservations and escalate to management when necessary
Call Center Responsibilities
•Manage incoming calls with professionalism, responding to inquiries thoughtfully and independently, and directing callers to the appropriate departments as needed
•Enter and route facility requests through the ticketing system with accurate classification and timely follow through
•Conduct follow up communication with customers to provide updates on open requests
•Deliver a memorable customer experience by ensuring every call is answered with enthusiasm and care
•Register guests with security and ensure proper access protocols are followed
•Track and report operational data relevant to call center performance and service goals
•Provide schedule flexibility to support coverage requirements

KEY COMPETENCIES:
•At least 2years previous corporate conference planning experience 
•A bachelor’s degree preferred 
•Excellent organizational skills, with the ability to prioritize tasks 
•Outstanding customer service skills
•Superior verbal and written communication skills
•Work experience with reservation software platforms
•Communications, Event Planning or Hospitality background preferred.
•Highly proficiency with Microsoft Office product suite (i.e. Excel, Word, PowerPoint, Outlook)
•Ability to work independently, prioritize effectively and make decisions when faced with ambiguity.
•Ability to adapt quickly to change and maintain a flexible approach when providing customer support.
•Able to work a flexible schedule to include evening and weekend hours.
•Discreet, ethical and committed to maintaining a high degree of confidentiality.