Event Planner Assistant Jobs in San Rafael, CA (NOW HIRING)

Convene Hospitality Group (CHG) operates a global portfolio of lifestyle brands focused on creating places and experiences that bring people together. The company designs, develops, and operates hospitality-driven destinations to host gatherings of all kinds, ranging from small corporate meetings to immersive brand activations and beyond. We love bringing people together in person, and that passion for great experiences extends to our employees as well. If you're interested in creating inspiring moments of connection, consider joining our team.

Convene Hospitality Group is seeking an experienced Event Production Manager to join our team at our 100 Stockton location. This role will oversee the planning and execution of high-quality events, coordinating event production details, and on-site operations to ensure a seamless and exceptional guest experience.

What You'll Do:

The Event Production Manager will act as the primary point of contact for the client during the planning process while also liaising with our on-site event, technology, and control room teams to ensure a seamless meeting event experience from start to finish. The Event Production Manager will ensure that the client's vision for their event is executed, and that the client is fully supported from kick-off to post-event. The Event Productions Manager acts as project manager and ensures completion of on-site responsibilities by the Event Operations Team. The Event Production Manager supports our hybrid, virtual, and physical meetings products. The Event Production Manager lives Convene's values and exhibits our hospitality standards at all times.  

As the Event Production Manager, you will:

• Plan and oversee all aspects of meetings programs across our physical, hybrid and virtual products.
• Effectively communicate both verbally and written, with all level of associates, clients, and all Convene departments in an attentive, friendly, courteous, and service-oriented manner.
• Effectively listen to, understand, and clarify concerns raised by associates and clients.
• Serve as a pre-sales support function for our Sales team to advise on applicable deadlines and requirements to ensure a successful event. Work closely with Sales Department to prepare room diagrams and photos, and facility insights; assist relationship managers in getting clients through the contract phase 
• Schedule and host kick-off call with client.
• Develop event timelines, communicate & enforce all pre-production deadlines to clients.
• Serve as the primary point of contact for the client leading up to day-of event. Facilitate conversations to understand their needs for all aspects of their program including but not limited to culinary, service, & AV.
• Prepare and distribute all room diagrams
• Work closely with culinary and service team to finalize menus and timing
• Partner closely with our AV teams to ensure the client's AV needs are understood, communicated to AV Operations, and executed properly.
• Recommend and/or coordinate with third party vendors for event enhancements and experiences (florists, musicians, branding, linens, etc) as required.
• Host client Run of Show Review with AV Production team for Hybrid Events.
• Create and maintain detailed event documentation for each booking
• Track project timelines and status updates in Clickup.
• Responsible for the creation of PEO's (Program Execution Orders), program diagrams, and invoices for post-contract add-ons. 
• Support our Event Site Production team with the collection of the livestream event platform details, including, but not limited to, agenda, speaker details, sponsor details, and other collateral.
• Conduct pre-event and post-event debriefs for our internal stakeholders.
• Follow up with client with any post-event deliverables
• Conduct weekly regular PEO meetings with on-site operations teams.
• Provide status updates to internal and external stakeholders on pre-production milestones to ensure successful delivery on the day of the event.
• Supervise proper calculation of all program checks and ensure client approval and signatures 
• Ensure collection of all program balances 

What We Look For: 

• 3+ years in a customer facing role
• Prior experience in event planning and project management
• Comfort using web based collaboration tools including, but not limited to Slack, Salesforce, SmartSheets, Google Suite
• Familiarity with SaaS, event platform/video/web conferencing a plus
• Strong business acumen and staying cool under pressure
• Natural problem solver, obsessed with finding appropriate solutions to meet customer needs
• Able to multitask, and obsessed with customer satisfaction

Compensation:

The above job definition information has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. Job duties and responsibilities are subject to change based on changing business needs and conditions.

Base Salary:

Salary Min: $80,000  Salary Max: $88,000

This role is also eligible for Convene's annual incentive performance bonus plan.

This information reflects the anticipated base salary range for this position based on current national data. Minimums and maximums may vary based on location. Individual pay is based on skills, experience and other relevant factors. 

We're Here For You:

At Convene Hospitality Group, we want you to feel supported in every part of your life. Here's what you can expect:

• Health & Wellness: Day-one health coverage for you and your family, 24/7 virtual care, emotional well-being support, and fertility & family planning benefits. Because your well-being matters, inside and outside of work.
• Time Off & Balance: Generous PTO, your birthday off (because, of course!), paid parental leave, and a year-end holiday closure to recharge.
• Financial Growth: 401K with company match and support for education, courses, and certifications. We invest in you so you can grow personally and professionally.
• Development & Recognition: Ongoing career growth opportunities plus recognition programs to celebrate milestones.
• Community & Impact: Volunteer and give-back opportunities, and the chance to make a real impact in the work you do.

At Convene Hospitality Group, we believe great teams are built by bringing together people with different backgrounds, perspectives, and experiences. Our values of GRIT (Genuine, Relentless, Integrity, and Teamwork) shape how we show up for each other every day. We want everyone here to feel welcome, supported, and free to be themselves. If you're excited to grow, learn, and make an impact, we'd love to have you on the team.

Convene Hospitality Group is proud to be an equal opportunity employer. We welcome applicants of all backgrounds, experiences, and perspectives.

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