Event Planning Executive

At Sofitel London St James, we redefine luxury by treating a stay as more than just a temporary pause—it's an opportunity for guests to fall in love with a unique blend of refined luxury and playful indulgence. Our commitment to excellence transcends the ordinary, and we invite you to join a team that specialises in transforming stays into enchanting tales. We take immense pride in creating a playfully elegant and meaningful experience for both our guests and ourselves. Our commitment to fostering a workplace culture that values diversity, encourages professional growth, and recognises individual contributions ensures that each team member feels appreciated and empowered in their role. Apply now to embark on a career that transcends expectations and celebrates the art of hospitality.

Position Summary:
The Event Planning Executive is responsible for the 360-degree planning and flawless execution of events, ensuring a smooth client journey from the moment the sales team confirms the contract until after the event is complete. This role involves working closely with both the Groups Reservations team and operational teams to ensure a seamless event experience. The Event Planning Executive is also the primary point of contact for clients throughout their event journey, leading the planning, coordination, and follow-through.

Pre-Event Responsibilities:

• Take full responsibility for the planning and execution of events from the moment the sales team confirms the contract.
• Collaborate with the Groups Reservations team to ensure proper coordination on group bookings and event details.
• Manage client site visits and ensure all client requirements and expectations are fully understood.
• Prepare and issue detailed function sheets (BEOs), including floor plans, menus, signage, and other necessary documents.
• Cross-check group handovers from the Reservations team and ensure alignment with event details.
• Lead weekly function sheet meetings with relevant teams to discuss event logistics and last-minute changes.
• Ensure that all revenue related to the event is correctly entered into the system and communicate this with the sales team.
• Maintain clear and constant communication with all departments to ensure accurate event setup and requirements are met.

During Event Responsibilities:

• Be present on-site during the event to oversee its execution and ensure everything is running according to plan.
• Work closely with operational teams to make any necessary last-minute adjustments and ensure the event meets client expectations.
• Act as the main point of contact for clients, ensuring that any immediate needs or issues are addressed promptly.
• Coordinate with teams to ensure smooth transitions between different event phases and respond to any last-minute changes.

Post-Event Responsibilities:

• Review event billing and ensure that all charges are accurate.
• Send the final invoice to clients, discuss any discrepancies, and ensure payment is collected.
• Oversee the payment of POs (Purchase Orders) and commissions to suppliers and agents.
• Conduct post-event evaluations and document findings to improve future events.
• Follow up with clients to gather feedback and ensure satisfaction with the event experience.

Team Collaboration:

• Ensure the sales team provides a full handover of all relevant event details and ensures that all necessary systems are updated.
• Work closely with the Groups Reservations team to align on group bookings and event requirements.
• Lead function sheet meetings, ensuring all departments (sales, operations, catering, etc.) are aligned and prepared for the event.
• Collaborate with the operations team to execute all event details on-site and handle any last-minute changes efficiently.
• Maintain communication with all departments, ensuring that every team is informed and prepared to deliver a seamless event experience.
• Work with the team to send daily reports on event progress and updates.
• Actively participate in the development and execution of the overall event strategy to ensure alignment with business objectives.

• Proven experience in event planning, preferably within a luxury hotel or similar high-end environment (hospitality experience is preferred but not mandatory).
• Strong organizational skills with the ability to manage multiple events simultaneously.
• Excellent communication and interpersonal skills, with a focus on client satisfaction.
• Proficiency in event management systems, with knowledge of Opera and Delphi preferred.
• Strong attention to detail and ability to proactively solve problems.
• Flexibility to work evenings, weekends, and varying hours depending on event schedules.
• Be a strong team player, collaborating effectively with internal teams to deliver successful events.
• Please note this is a fixed term contract, with the possibility of an extension or becoming permanent. 

Discover a world of unparalleled perks tailored just for you:

• Annual salary £29,000.00, financial incentives, service charge and a loyalty bonus of £1.300,00 per year.
• Employee Benefit Card – Discounted rates at Accor properties worldwide.
• Free Stays in the UK or Ireland (4 nights/year) – Create unforgettable memories with your loved ones.
• Sofitel Experience – Enjoy a luxurious night at our hotel, complete with a delightful breakfast.
• Complimentary Meals While on Duty.
• Special Rates in F&B, Rooms & Spa – Treat yourself to luxury at unbeatable prices.
• Be Part of the Largest Hospitality Group in Europe.
• Exceptional Training and Development Opportunities through Apprenticeship Program.
• Global Growth Opportunities.
• Employee Assistance Program with 24/7 GP Access – Your well-being is our priority.
• Make a Difference with Corporate Social Responsibility and be a part of positive change.
• Social Events and Activities.

Bring passion and dedication to excellence, and we will recognise your contribution with a variety of benefits, rewards and development opportunities. We also offer a range of wellbeing initiatives, including apps with content to help you feel at your best. Join us, and you can thrive as an individual as well as being part of a supportive and inclusive team.

Let your passion shine, visit careers.accor.com