Event Planner

Cape Coral, FL

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Job Description

Researches, contacts, negotiates, and books hotel ballrooms to develop and produce efficient, cost effective, and well-planned Elite Legacy Education, Inc. events. Coordinates and responsible for booking travel itineraries, hotel accommodations, vehicle rentals, and ground transportation, when necessary, for Elite Legacy Education, Inc. field representatives. Provides administrative and planning support necessary to support paperwork needs. Accepts responsibility for planning and administering multiple and concurrent events.

Essential Duties and Responsibilities:

Researches department documents, published handbooks, and online sources to identify media markets and their demographics as called for on the Operations’ Master Schedule.
Uses proprietary software, online resources, and industry publications to identify hotels or alternate venues within specific locations as called for on the Master Schedule.
Contacts hotels to determine proper and appropriate ballroom space availability and negotiates pricing for the space, guest rooms and other A/V and telecommunications requirements.
Validates all dates and unique identifiers for Elite Legacy Education, Inc. events called for on various documents.
Generates customized event and travel itineraries based on travel, venue location, and ground transportation arrangements.
Reviews for accuracy and signs individual hotel contractual documents.
Updates Company-wide database and reports for internal use.
Multi-tasking is a must for this position.

Skills/Requirements

An individual should demonstrate the following competencies to successfully perform the functions of this position:

Analytical- Combines complex or diverse information. Collects and researches data. Gathers and analyzes information skillfully. Uses intuition and experience to complement data.

Design- Generates creative solutions. Demonstrates consistent attention to detail.

Problem Solving- Identifies and resolves problems in a timely manner. Develops alternative solutions. Works well in team problem-solving situations. Uses reason even when dealing with emotional topics.

Project Management– Plans and coordinates multiple and concurrent events. Communicates changes and progress. Completes booking assignments on time.

Technical Skills- Pursues training and development opportunities. Strives to continuously build knowledge and skills. Shares expertise with others.

Customer Service- Responds promptly to traveler and/or hotelier needs and requests for assistance.

Interpersonal Skills- Focuses on resolving conflict. Maintains confidentiality. Listens to others without interrupting. Maintains emotional control. Remains open to ideas. Displays willingness to try new things.

Oral Communication- Speaks clearly and persuasively in either positive or negative situations. Listens and gets clarification, when necessary. Responds well to questions. Participates in meetings.

Written Communication- Writes clearly and informatively. Edits work for spelling and grammar accuracy. Effectively presents numerical data. Reads and interprets written information.

Teamwork- Balances team and individual responsibilities. Exhibits objectivity and openness to others’ views. Offers and welcomes feedback. Contributes to building a positive team spirit.

Visionary Leadership- Displays passion and optimism. Inspires respect and trust.

Change Management- Communicates changes effectively. Builds commitment and overcomes resistance. Prepares and supports those affected by change.

Leadership– Exhibits self-confidence. Accepts feedback from others.

Quality Management- Demonstrates accuracy and thoroughness in work product. Is detail oriented and organized.

Business Acumen- Understands business implications of decisions. Demonstrates knowledge of market and competition.

Cost Consciousness- Conserves organizational resources. Keeps costs down.

Ethics- Treats people with dignity and respect. Keeps commitments. Works ethically with integrity. Upholds organizational values.

Organizational Support- Follows policies and procedures. Completes administrative tasks correctly and on time. Supports organization goals and values.

Strategic Thinking- Understands organization strengths and weaknesses. Analyzes market and competition. Adapts strategy to changing conditions.

Judgment- Displays willingness to make timely decisions. Exhibits sound and accurate judgment. Supports and explains reasons for decisions. Includes appropriate people in decision-making process.

Motivation- Demonstrates persistence to overcome obstacles.

Planning/Organizing- Prioritizes and plans work activities. Uses time efficiently.

Professionalism- Approaches others in a tactful manner. Reacts well under pressure. Treats others with respect and consideration regardless of status or position. Accepts responsibility for their own actions. Follows through on commitments. Exhibits professional image in work environment relative to behavior and dress.

Quality- Demonstrates accuracy and thoroughness. Looks for ways to improve and promote quality. Monitors work to ensure quality. Displays administrative excellence and work organization.

Quantity- Meets productivity standards. Completes work in a timely manner. Prioritizes work effectively.

Safety and Security- Observes safety and security procedures. Properly uses equipment and materials.

Adaptability- Adapts to change in the work environment. Manages competing demands. Modifies approach or method to best fit changing situations. Able to deal with frequent change, delays, or unexpected events.

Attendance/Punctuality- Consistently at work and on time. Ensures work responsibilities are covered during absences. Arrives at meetings and appointments on time.

Dependability- Follows instructions and responds to management direction. Keeps commitments. Completes tasks on time or notifies appropriate person with an alternate plan.

Initiative - Volunteers. Seeks increased responsibility. Asks for and offers help when needed.

Innovation- Displays original thinking and creativity. Meets challenges with resourcefulness. Generates suggestions for improving work. Develops innovative approaches and ideas.

Qualifications: To perform this job successfully, an individual must be able to perform each of the identified essential duties satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience: Associate's degree (AB) or equivalent from two-year college or technical school or six months to one year related experience and/or training or equivalent combination of education and experience. Education in travel and tourism program from recognized school of higher learning beneficial. Minimum 2 to 5 years experience in travel agency, hotel, or hospitality industry.

Language Skills: Ability to read and comprehend simple instructions, short correspondence, e-mails and memos. Ability to write simple and concise but clear correspondence. Ability to effectively present information in one-on-one and small group situations to travelers, field representatives and other employees of the organization.

Mathematical Skills: Ability to add, subtract, multiply, and divide by using whole numbers.

Reasoning Ability: Ability to apply common sense in carrying out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Computer Skills: To perform this job successfully, an individual must have first-hand knowledge of and experience working with database software, the Internet and Microsoft Word, Outlook, PowerPoint and Excel spreadsheet software. Computer proficiency, competency, and keyboard accuracy are extremely important.

Certificates, Licenses, Registrations:The ability to work for and earn industry certifications or related association memberships will demonstrate the earnestness to advance in the position.

Physical Demands: The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of this position. While performing the duties of this position, the employee is regularly required to sit and occasionally required to stand, walk, and use hands to finger, handle, or feel and reach with hands and arms. Operation of office equipment is required.

Work Environment: The work environment characteristics described herein are representative of those an employee encounters while performing the essential functions of this position. The noise level in the work environment is usually moderate.

Note

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to perform any other job related duties assigned by their supervisor.

This document does not create an employment contract, implied or otherwise, other than an "at will" employment relationship.

I certify that I have read this document and understand the details of this position and am able to perform the duties and requirements of this position with or without reasonable accommodation.