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 maintaining 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 and events.
• Participate in client turnover calls, departmental planning and brainstorming meetings.
• Generate and manage 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.
• Respond to client emails promptly and ensure all calls and emails are returned within 24 hours.
• Monitor minimum guarantee deadlines and confirm service dates, times and details.
• Produce program booklets and related documentation for each project.
• Coordinate with the Creative & Design Events Team to handle imported vendor items, customs forms and delivery logistics.
• Arrange work permits, transportation, per diems and housing for foreign staff in line with policy.
• Collate vendor pricing information and keep price lists up to date.
• Enter project data accurately into the Project Management System and QuickBooks.
• Prepare immigration paperwork for specialty workers and submit required documentation to HR.

Required profile

• Proven experience in planning and executing destination management programs or large‑scale events.
• Strong organizational abilities and attention to detail.
• Excellent written and verbal communication skills for client and vendor interaction.
• Ability to manage multiple projects simultaneously and meet strict deadlines.
• Familiarity with immigration and work‑permit procedures for foreign staff.
• Proactive approach to problem‑solving and vendor coordination.

Required skills

• Excel
• QuickBooks
• Project Management Software (e.g., any PM system used for data entry)