Head of Event Planning

Vintti is a staffing agency dedicated to boosting the economic efficiency of US companies. We provide access to a diverse range of skilled Latin American professionals, allowing businesses to build robust teams without the traditional high costs associated with domestic hiring. Our model supports companies in maximizing their resources, driving innovation, and achieving sustainable growth.

The Head of Event Planning is tasked with overseeing the strategic and logistical aspects of event coordination, ensuring each event aligns with the company's objectives and brand image. This role involves directing a team of event planners, managing budgets, negotiating with vendors, and liaising with key stakeholders to guarantee seamless execution from concept to completion. The Head of Event Planning also evaluates event success, provides actionable insights for future improvements, and stays abreast of industry trends to implement innovative and impactful event strategies that enhance attendee experience and drive organizational goals.

- Bachelor's degree in Event Management, Hospitality, Business Administration, or a related field.
- Minimum of 5-7 years of experience in event planning and management.
- Proven track record of successfully managing events of various scales and types.
- Strong leadership and team management skills.
- Excellent organizational and multitasking abilities.
- Exceptional negotiation and contract management skills.
- Proficiency in event management software and tools.
- Strong budgeting and financial management skills.
- Excellent written and verbal communication skills.
- Ability to work under pressure and meet tight deadlines.
- Attention to detail and strong problem-solving skills.
- Familiarity with health, safety, and legal regulations related to event planning.
- Strong interpersonal skills with the ability to build and maintain relationships.
- Creative thinking and the ability to develop innovative event concepts.
- Willingness to work flexible hours, including evenings and weekends.
- Ability to travel as required for site visits and events.
- Knowledge of current industry trends and best practices.
- Strong customer service orientation.
- Ability to analyze event data and generate actionable insights.

- Develop comprehensive event plans, timelines, and budgets.
- Coordinate with clients to understand their event requirements and preferences.
- Research and book venues that align with event specifications and logistics.
- Negotiate contracts with vendors, suppliers, and service providers.
- Supervise and manage the event planning team.
- Assign tasks and monitor the progress of team members.
- Prepare detailed proposals and presentations for clients.
- Oversee event setup, operation, and teardown.
- Liaise with marketing and communications teams for event promotion.
- Monitor event registration and attendee engagement.
- Conduct site visits to assess event spaces and plan layouts.
- Ensure compliance with health, safety, and legal regulations.
- Coordinate on-site staff and volunteer schedules.
- Troubleshoot and resolve issues during event planning and execution.
- Manage post-event activities including debriefs and evaluations.
- Collect feedback from clients and attendees.
- Maintain relationships with key clients and suppliers.
- Prepare and analyze event-related reports and metrics.
- Develop strategies to improve event planning processes.
- Stay updated on industry trends and best practices.
- Manage event-related communications, such as invitations, reminders, and thank-you notes.
- Ensure excellent customer service and attendee experience.

The ideal candidate for the Head of Event Planning role will possess a Bachelor's degree in Event Management, Hospitality, Business Administration, or a related field and bring a minimum of 5-7 years of extensive experience in planning and managing events of varying scales and types. They will have a proven track record of success, marked by strong leadership and the ability to effectively motivate and guide a team. This individual is exceptionally organized, detail-oriented, and adept at multitasking, ensuring high-quality execution of events under tight deadlines. They possess exceptional negotiation and contract management skills, paired with the ability to resolve conflicts swiftly and amicably. Their advanced proficiency in event management software and tools, along with strong budgeting and financial management capabilities, will be crucial for developing and adhering to comprehensive event plans. Excellent written and verbal communication skills, coupled with a strong customer service orientation, ensure a seamless and positive experience for clients and attendees alike. This candidate is creative and innovative, offering fresh, impactful event concepts, while also maintaining a keen understanding of industry trends and best practices. High integrity, a proactive approach, adaptability, and a commitment to compliance with health, safety, and legal regulations are essential traits. Additionally, their ability to analyze event data to derive actionable insights and implement long-term improvements sets them apart as a strategic, forward-thinking leader in event planning.

- Coordinate with clients to understand their event requirements and preferences.
- Develop comprehensive event plans, timelines, and budgets.
- Research and book venues that align with event specifications and logistics.
- Negotiate contracts with vendors and service providers.
- Supervise and manage the event planning team, assigning tasks and monitoring progress.
- Prepare detailed proposals and presentations for clients and stakeholders.
- Oversee event setup, operation, and teardown, ensuring smooth execution.
- Liaise with marketing and communications teams to promote events effectively.
- Monitor event registration and attendee engagement.
- Conduct site visits to assess event spaces and plan layouts.
- Ensure compliance with health, safety, and legal regulations.
- Coordinate on-site staff and volunteer schedules.
- Troubleshoot and resolve any issues or conflicts that arise during event planning and execution.
- Manage post-event activities, including debriefs, evaluations, and feedback collection.
- Maintain relationships with key clients and suppliers for future collaborations.
- Prepare and analyze event-related reports and metrics.
- Develop and implement strategies to improve event planning processes.
- Stay updated on industry trends and best practices to incorporate into event planning.
- Manage event-related communications, such as invitations, reminders, and thank-you notes.
- Ensure excellent customer service and attendee experience throughout the planning and execution phases.

- Strong leadership and vision for driving the event planning department.
- Exceptional organizational and multitasking skills.
- Proven ability to manage and motivate a team effectively.
- Excellent negotiation and conflict resolution abilities.
- Strong interpersonal and communication skills.
- Detail-oriented with a keen eye for quality and precision.
- Innovative thinker with a flair for creativity in event design.
- High level of professionalism and ability to handle high-pressure situations.
- Strong analytical skills for interpreting event data and metrics.
- Dependable and able to meet tight deadlines consistently.
- Excellent customer service skills with a focus on client satisfaction.
- Adaptable and flexible, able to adjust plans and strategies as needed.
- Proactive approach with a strong sense of initiative.
- Proven track record of building and maintaining strong relationships with clients and vendors.
- Strong understanding of financial management and budgeting for events.
- Up-to-date knowledge of industry trends and best practices.
- High level of integrity and ethical standards.
- Ability to think strategically and implement long-term improvements.
- Strong commitment to ensuring compliance with health, safety, and legal regulations.
- Enthusiastic and passionate about creating memorable event experiences.

- Competitive salary range.
- Health, dental, and vision insurance.
- Retirement savings plan with employer contributions.
- Paid time off, including vacation, sick leave, and holidays.
- Flexible working hours and the option for remote work.
- Professional development and training opportunities.
- Opportunities for career growth and advancement within the company.
- Employee assistance programs.
- Travel allowances and reimbursements.
- Performance-based bonuses and incentives.
- Company-sponsored events and team-building activities.
- Comprehensive wellness programs.
- Discounts on company products and services.
- Access to industry conferences and networking events.
- Work-life balance initiatives and support.