Event Planner Intermediate Job at ATR International in Dallas

The Company is a global wealth management leader that delivers the highest quality advice, service, capabilities and products to high net worth individuals and families in 36 countries around the world. The Private Bank delivers highly customized and tailored solutions to help clients with the challenges of substantial wealth by utilizing the Private Bank's discretionary investment management, brokerage, tax and estate planning, credit, capital raising and specialty wealth advisory services while leveraging the commercial and investment banking capabilities of the firm.

Department Description

In the spirit of demonstrating genuine hospitality and following the firm’s belief of doing “first-class business in a first-class way,” everything we do at the Client Center revolves around making our visitors feel at home. With a heavy focus on privacy and providing exceptional service, we ensure that all client needs are met with utmost attention to detail. Creating the best possible environment at the Client Center helps our bankers host effective and memorable meetings. Our bankers can focus on the issues at hand, knowing that we, the Client Center team, will make it our mission to deliver the true Company Private Bank experience to our visitors. The Dallas Client Center is comprised of 10 private meeting rooms accommodating varying event sizes. In this space, we are welcoming guests into our home as part of the Company family.

Position Description

The ideal candidate should be able to complete daily responsibilities with limited supervision. It’s crucial that this individual be able to accomplish multiple tasks simultaneously in a fast-paced environment while maintaining a professional and friendly demeanor with both internals and externals. Our team is small but effective and we need someone who can learn quickly while proactively seeking out additional responsibilities. Ownership of one’s work is essential as new tasks arise rapidly and often. Following up on key details is one of the fundamental elements of the role and is paramount to our daily operations overall. We are often presented with new challenges and are thus looking for someone who can confidently adapt and respond in a timely and effective manner.

Ability to plan events that can range from 10 to 100 people, with various degrees of complexity. Monitor/manage the project including; creation of project plans and budgets (prepare, manage & reconcile). Ability to lead team working on an event and direct many facets at one time. Collaborate and interact effectively with Firm’s senior management, middle management and customers. Provide strategic input and recommendations to business group on event development. Maintain partnering relationships with internal business partners such as Food Services, Conference -Services, Audio Visual, Security and Facilities. Manage all aspects of events including but not limited to: internal consulting, concept proposal development, site selection via RFP process, vendor negotiation, contract administration (including controlling risks associated with attrition and cancellation), hotel management, air/ground travel, total logistics coordination (menus, setup, decor, audio visual), creative writing for invitation, input on graphic design and website development, printing, registration management, coordination of speakers, giveaways, entertainment, activities, and travel staff.

This role will assist with the daily operations of the Client Center. Responsibilities will include (but are not limited to):

• Assist, tend to, and anticipate guest needs by responding to all questions and requests in a timely manner

• Understand, follow, and implement all client center policies and procedures

• Work closely with Company internal partners including the kitchen, security team, audio visual team, events team and facility teams

• Co-manage EMS (Event Management System)reservation software and oversee the execution of daily meetings and events

• Inspect the spaces daily, complete facilities requests as needed and follow up for completion

• Understand and Communicate daily set ups to appropriate parties

• Maintain a high level of cleanliness, organization, and attention to detail in the space and event rooms

• Manage inventory of pantry, and maintain working knowledge of beverage service and catering

• Understand food prep and health and safety rules, regulations and best practices

• Assist in surveying guest experience and proposing solutions based on feedback

• Various administrative tasks such as: invoice processing, scheduling maintenance calls with vendors, and order kitchen, banquet, and office supplies among others

• Flexibility to work early mornings or late evenings as needed

The ideal candidate will possess the following qualifications

• Bachelor degree preferred

• Keen attention to detail and excellent time management skills

• 2-3 years of hospitality and/or administrative experience; event planning, catering, membership club, or hotel experience preferred

• Excellent interpersonal and communication skills

• Candidate should be outgoing, professional, and able to work well under pressure

• Skills include familiarity with widely-used software packages e.g. Word, Excel, and PowerPoint

• Basic administrative experience such as maintaining files and records, typing, answering phones, coordinating conference room assignments, confirming appointments and/or maintaining calendars

• Flexibility to work early mornings or late evenings as needed