Event Planner

Cedar Lakes Estate is seeking an Event Planner to assist in planning events at their venue in Port Jervis, NY. The role involves administrative tasks like responding to inquiries, scheduling meetings, and maintaining organization within the planning team. Ideal candidates should be detail-oriented, organized, and able to multitask in a fast-paced environment. The position emphasizes teamwork and a commitment to high service standards.
Overview
At Cedar Lakes Estate, we are committed to exceeding guest expectations by offering the highest level of service, luxury accommodations and personalized care. Our 500 - acre estate in the heart of the Hudson Valley, just 70 miles from NYC, offers both indoor and outdoor event venues with breathtaking views of tree -lined lakes, rolling green hills and stunning mountains. We host weekend -long weddings and weekday retreats during our April-November high season and other special events throughout the year.

Our commitment to excellence extends to everything we do - from our refined farm-to-table meals to the architecture and interior design, meticulous landscaping and to our staff selection. As a close-knit family business, we create experiences for both our guests and employees unlike any other venue. We ask that our team members act with respect, integrity, and humility. We ask that they not only uphold our standards but improve them.

The Event Planner is to assist with the planning of CLE events by collecting all of the unique details of each event under the direction of the Event Planning Managers. This person must be able to work in a fast- paced environment, multitask, and be extremely organized. Our ideal candidate has a “get the job done” attitude, is a self-starter, never cuts corners, and has meticulous attention to detail.

Job Duties

This role focuses on a heavy amount of administrative work, including but not limited to:
• Answer inquiries, both email and phone
• Answer the main phone line, forward messages and direct callers to the correct department as needed
• Answer emails with thoughtful responses and recommendations according to CLE brand standards
• When responding to event inquiries, use appropriate brand collateral and customize responses with thought, meticulous attention to detail, and accuracy.
• Track inquiries and sales to help forecast sales trends
• Assist with follow-ups on inquiry response emails from Event Planning Assistant Manager and update current software for sales tracking.
• Schedule meetings, calls, and tours for COO and Event Sales team
• Assist Event Planning team with processes, utilizing organizational and interpersonal skills to implement a smooth and organized planning process from start to finish
• Conduct preliminary Details Meetings (or “touch bases”) with current clients to familiarize them with the planning process and documents
• Attend and/or conduct Final Details Meetings and update event details outlines
• Conduct and/or assist with tours and site visits with potential and current clients and vendors, as needed
• Create and send planning documents and folders for current clients
• Assist with the organization of the calendar, keeping it accurate and up-to-date at all times
• Take notes during in-person and phone meetings. Update notes on the drive, Slack, calendars, etc. accordingly
• Implement and manage any systems to keep the Planning Department working efficiently
• Complete special projects as needed such as: assisting with annual updates of marketing materials, preparing for and attending annual Wedding Open House and Tasting events
• Manage vendor information to ensure that we have proper documentation (COI’s and signed vendor packets) on file before the event start date and schedule reminders as needed
• Train Event Planning Team members on this SOP as needed
• Create and update email templates as needed to streamline communications
• Maintain all FAQ’s sheets
• Occasionally assist with events in person, as needed, for guest arrivals/check-ins, directing traffic, day of event support, etc.
• Support the Event Planning team in all capacities, including but not limited to:
• Assist with communicating event details to other CLE departments
• Participate in all event planning meetings
• Attend and take notes for all in-person, virtual, and phone meetings, both internal and external
• Assist Hotel Operations department with reservations for events, hotel stays, and tock events
• Complete projects using Google Drive, Microsoft applications, MEWs, Slack, Copper, Akia, and Tock

Requirements
• Energetic with an outstanding work ethic
• Professional, both in appearance and demeanor
• Extremely organized and detail oriented
• Consistently punctual and responsive
• Sense of urgency and ability to work under strict deadlines
• A great attitude and highly personable towards both coworkers and guests
• Able to remain calm and think clearly under pressure
• A strong desire to learn many facets of the business
• Team player and respond to direct, immediate requests from supervisors
• Proficient in Microsoft Office, Google Drive, Adobe
• Outstanding verbal and written communication skills
• Ability to multitask, and prioritize work to meet deadlines and multiple requests
• Problem solver with a positive attitude who enjoys working in a fast-paced, high-energy, and rewarding environment
• Always thinking one step ahead
• Willing to be flexible and adaptable

Responsibilities
• Plan, coordinate, and execute a variety of events including corporate meetings, weddings, banquets, and social gatherings.
• Collaborate with clients to understand their vision and requirements for each event.
• Manage event logistics such as venue selection, catering, décor, and entertainment.
• Develop and maintain budgets for each event while ensuring cost-effectiveness.
• Communicate with vendors and suppliers to negotiate contracts and secure services.
• Provide outstanding customer service throughout the planning process and on the day of the event.
• Conduct site visits to assess venues and ensure they meet client expectations.
• Upsell additional services or products to enhance the overall event experience.
• Maintain detailed records of event plans, contracts, and communications.

Requirements
• Proven experience in events management or a related field is preferred.
• Strong organizational skills with the ability to manage multiple projects simultaneously.
• Excellent communication skills, both verbal and written.
• Background in hospitality or customer service is highly desirable.
• Familiarity with budgeting processes and financial management related to events.
• Ability to work under pressure while maintaining attention to detail.
• Knowledge of banquet operations and hotel services is a plus.
• A proactive approach to problem-solving with strong decision-making capabilities.

Job Type: Full-time

Pay: $60,000.00 - $80,000.00 per year

Benefits:
• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off

Schedule:
• 10 hour shift
• 8 hour shift

Ability to Commute:
• Port Jervis, NY 12771 (Preferred)

Ability to Relocate:
• Port Jervis, NY 12771: Relocate before starting work (Required)

Work Location: In person