Program and Events Planner

About the role

The Program and Events Planner is responsible for the end‑to‑end planning, coordination, and monitoring of destination management programs and events. Working under the Director of Operations DMC and Events, the role ensures client satisfaction while improving operational efficiency.

Key responsibilities

• Update Excel and QuickBooks invoices according to client needs and project progress.
• Take full ownership of planning assigned Destination Management Programs, projects, and events.
• Attend client turnover calls, departmental planning sessions, and brainstorming meetings.
• Prepare heads‑up notes, vendor reservations, staff requisitions, bookings, work orders, purchase orders, and check requests.
• Maintain regular communication with clients throughout planning and execution phases.
• Monitor and enforce minimum guarantee deadlines for vendors and clients.
• Generate program booklets, complete project documentation, and manage customs forms for imported items.
• Coordinate foreign staff logistics, including work permits, transportation, per diems, and housing.
• Ensure all emails and phone calls are returned within 24 hours.
• Collect vendor pricing information to keep price lists current.
• Enter relevant data into Project Management System, QuickBooks, and other tools.
• Prepare immigration paperwork for specialty workers, adhering to government timelines.

Required profile

• Proven experience in planning and managing destination management programs or events.
• Strong organizational skills with the ability to handle multiple projects simultaneously.
• Excellent written and verbal communication with clients and vendors.

Required skills

• Microsoft Excel
• QuickBooks
• Project Management Software (e.g., PMIS)