Event Planning Assistant Jobs in Rochester, NY (NOW HIRING)

The Event Manager reports to the Director of Sales, the Executive Director and once hired, the Director of Event Services and serves as the primary planner and coordinator for assigned events following the sales turnover process. This position is responsible for event planning, client management, food and beverage planning, event documentation, operational coordination, event execution, and post event closeout activities.

The Event Manager assumes ownership of assigned events following turnover from the Sales Department and serves as the primary point of contact for clients throughout the planning and execution process. The position works closely with Event Services, Operations, Food and Beverage, Sales, Business Analytics, contractors, vendors, and external partners to ensure successful event execution and exceptional client service.

Responsibilities include client planning meetings, event documentation, event order administration, food and beverage planning, operational readiness coordination, event execution, event settlements, compliance documentation, forecasting updates for assigned events, carrying out departmental directives, and performing such other duties as required by the Director of Event Services.

Primary Responsibilities

Executive Leadership and Governance

• Assist the Director of Event Services in the administration and execution of departmental goals and objectives.
• Carry out directives of the Director of Event Services in a timely and professional manner.
• Demonstrate accountability, follow-through, and sound judgment in all assigned responsibilities.
• Support departmental initiatives, special projects, and organizational objectives as assigned.
• Perform all other duties as assigned by the Director of Event Services.

Event Planning and Client Management

• Assume ownership of assigned events following the sales turnover process.
• Serve as the primary point of contact for assigned clients throughout the planning and execution process.
• Conduct planning meetings, site visits, event reviews, and client consultations.
• Develop event timelines, schedules, operational plans, and planning milestones.
• Coordinate client requests and manage event changes while evaluating operational, financial, and logistical impacts.
• Ensure all client expectations, contractual commitments, and event requirements are accurately communicated to internal departments.
• Develop and maintain productive working relationships with clients, exhibitors, vendors, contractors, and event stakeholders.
• Promote exceptional customer service and client satisfaction throughout the event lifecycle.

Event Documentation and Momentus Administration

• Create, maintain, and update event documentation within Momentus and other approved systems.
• Prepare and maintain Event Orders, event resumes, schedules, diagrams, and related planning documents.
• Ensure event information is complete, accurate, and distributed to appropriate departments in a timely manner.
• Document event changes and communicate updates to all affected departments and service providers.
• Maintain event records and supporting documentation in accordance with organizational standards.

Food and Beverage Planning and Coordination

• Serve as the primary client contact for food and beverage planning activities.
• Assist clients with menu development, service planning, banquet functions, concessions planning, and related food and beverage requirements.
• Coordinate banquet event orders, guarantees, concessions requirements, and event related food and beverage changes.
• Work closely with Food and Beverage leadership to ensure accurate planning and successful execution of food service operations.
• Communicate food and beverage requirements to appropriate departments and service providers.

Operational Coordination and Event Readiness

• Coordinate event requirements with Operations, Engineering, Maintenance, Guest Services, Food and Beverage, Security, Business Analytics, contractors, vendors, and other service providers.
• Lead event readiness efforts to ensure all planning milestones, approvals, permits, documentation, staffing requirements, and operational needs are completed prior to event execution.
• Coordinate exhibitor requirements, vendor access, freight logistics, load in and load out activities, and facility services.
• Review and coordinate event floor plans to ensure compliance with operational, accessibility, safety, and facility requirements.
• Participate in operational planning meetings and readiness reviews to ensure successful event execution.
• Coordinate sustainability initiatives, waste management plans, and other event specific operational requirements as applicable.

Event Execution and Client Service

• Serve as the primary operational lead and client contact during assigned events.
• Coordinate communication among clients, departments, contractors, vendors, exhibitors, and service providers during event execution.
• Monitor event activities to ensure compliance with facility policies, operational standards, safety requirements, and contractual obligations.
• Resolve operational issues, service concerns, and event related challenges in a professional and timely manner.
• Exercise event specific authority and oversight across all event related functions during assigned events.
• Ensure exceptional service delivery and client satisfaction throughout event execution.

Financial Administration and Event Settlement Support

• Maintain event forecasts, attendance projections, and planning information for assigned events following turnover from the Sales Department.
• Monitor event related expenses, labor charges, equipment charges, and departmental billable services.
• Collect and reconcile post event departmental charges.
• Prepare event settlements, invoices, and supporting documentation for review and processing.
• Assist in ensuring accurate and timely event closeout procedures.
• Participate in post event evaluations and identify opportunities for operational and financial improvement.

Compliance and Documentation Administration

• Track permits, licenses, Certificates of Insurance, and other required event documentation.
• Coordinate with clients, vendors, contractors, and the Director of Business Analytics to ensure required compliance documentation is received prior to event execution.
• Ensure event activities comply with facility policies, contractual requirements, and applicable regulations.

Communication and Organizational Coordination

• Coordinate with Sales, Operations, Food and Beverage, Business Analytics, and other departments to ensure successful event planning and execution.
• Facilitate communication regarding event requirements, operational considerations, client expectations, and organizational priorities.
• Maintain productive working relationships with clients, hospitality partners, vendors, contractors, public officials, and community stakeholders.
• Support organizational initiatives that promote operational excellence, customer satisfaction, and client retention.

Other Responsibilities

• Maintain high standards of professionalism, customer service, accountability, and responsiveness.
• Remain informed regarding industry trends, event management practices, food and beverage operations, and event technologies.
• Be prepared to respond to day-to-day event planning and operational requirements of the Center.

The salary range for this role is $65,000 - $75,000/year

Physical and Interpersonal Requirements

• Ability to be present on-site during planning meetings, event activities, and operational reviews as required.
• Ability to work a flexible and irregular schedule including evenings, weekends, and holidays.
• Ability to walk extensively throughout the facility during event planning and execution activities.
• Extensive verbal interaction with clients, exhibitors, vendors, contractors, public officials, employees, and guests in group and individual situations.
• Frequent use of computers, event management systems, office equipment, and related technologies.

Qualifications

• Minimum three to five years of experience in event management, convention services, hospitality management, venue management, convention centers, hotels, or related industries.
• Demonstrated experience coordinating multiple events and managing complex planning processes simultaneously.
• Strong customer service, communication, organizational, problem solving, and project management skills.
• Demonstrated knowledge of food and beverage planning, event logistics, venue operations, and client relationship management.
• Experience utilizing event management software systems, preferably Momentus or similar platforms.
• Ability to exercise sound judgment and make decisions in fast paced operational environments.
• Bachelor's degree in Hospitality Management, Event Management, Business Administration, or related field preferred. Additional relevant experience may substitute for formal education.