Key Responsibilities and Required Skills for a Group Planner Assistant

🎯 Role Definition

The Group Planner Assistant is the organizational linchpin of the group sales and event planning department. This role serves as the essential right-hand person to Group Planners and Sales Managers, providing comprehensive administrative, coordinative, and client-facing support. A successful Group Planner Assistant is a master of detail, a clear communicator, and a proactive problem-solver who ensures that every aspect of a group's journey—from the initial proposal to the final thank you note—is executed flawlessly. They are the backbone of the team, enabling the senior planners to focus on strategic sales and complex event design by managing the critical details that guarantee a seamless and memorable client experience.

📈 Career Progression

Typical Career Path

Entry Point From:

Administrative Assistant
Hotel Front Desk Agent / Guest Services
Event or Sales Internship
Customer Service Representative

Advancement To:

Group Planner or Tour Coordinator
Event Manager
Group Sales Manager
Catering Sales Manager

Lateral Moves:

Sales Coordinator
Executive Assistant (in a hospitality setting)
Marketing Coordinator

Core Responsibilities

Primary Functions

Provide comprehensive administrative and coordination support to the Group Planning or Group Sales Manager, acting as the primary point of contact in their absence.
Meticulously manage and maintain group booking details, from initial inquiry through post-event follow-up, ensuring all data in the CRM or booking system is accurate and up-to-date.
Prepare and distribute detailed and professional proposals, sales contracts, and banquet event orders (BEOs) for client review and signature.
Act as a key liaison between the client and internal departments (such as Catering, Front Office, and Operations) to ensure seamless communication and execution of all event details.
Diligently track contractual deadlines for deposits, rooming lists, and final payments, proactively following up with clients to ensure timely submissions and financial compliance.
Create, manage, and meticulously audit group rooming lists, coordinating special requests and ensuring accurate input into the property management system (PMS).
Assist in the planning and execution of client site inspections, preparing customized materials and ensuring the property is presented in the best possible light to secure business.
Handle incoming group inquiries via phone and email with a high degree of professionalism, qualifying leads and gathering essential information for the planning team.
Build and manage group room blocks within the central reservation system, actively monitoring pick-up reports and managing inventory to maximize revenue.
Coordinate with external vendors for services such as transportation, audio-visual equipment, and entertainment, ensuring all arrangements align with client expectations and budget.
Process and code all group-related payments, deposits, and commissions, ensuring meticulous financial record-keeping and reconciliation with the accounting department.
Generate a variety of departmental reports, including sales activity reports, pace reports, and post-event summaries, to support the strategic goals of the department.
Prepare and assemble customized welcome packets, branded signage, and other on-site materials for arriving groups to ensure a positive and organized guest experience.
Respond to client questions and resolve any issues or concerns with a solutions-oriented approach, escalating to a manager only when necessary.
Maintain an organized and detailed filing system for all group contracts, correspondence, and event documentation, both electronically and in hard copy.
Conduct post-event follow-up communication with clients to gather valuable feedback, address any outstanding billing, and encourage repeat business.
Assist in developing and updating marketing materials, presentations, and sales kits targeted at the group market segment.
Research market trends and competitor activities to provide the sales and planning team with valuable business intelligence.
Support the Group Planner in creating detailed event timelines and itineraries, distributing them to all relevant stakeholders to ensure alignment and flawless execution.
Participate in departmental meetings, including weekly BEO meetings, providing clear updates on assigned groups and taking detailed notes on operational requirements.

Secondary Functions

Assist the sales and marketing team with the preparation of promotional materials and presentations for trade shows and client events.
Conduct light market research on competitor pricing, offerings, and group travel trends to inform departmental strategy.
Participate in industry networking functions and familiarization (FAM) trips as a representative of the organization, when required.
Maintain an organized inventory of office supplies, client gifts, and marketing collateral for the group planning department.

Required Skills & Competencies

Hard Skills (Technical)

Microsoft Office Suite: High proficiency in Word, Excel, PowerPoint, and Outlook for creating documents, tracking data, and managing communications.
CRM/Sales Software: Experience with systems like Delphi.svc, Salesforce, or similar software for managing client data and tracking the sales pipeline.
Property Management Systems (PMS): Familiarity with hotel systems such as Opera, Fidelio, or RoomKey is a significant asset for managing room blocks.
Data Entry: Fast and accurate typing skills for inputting rooming lists, client details, and financial information with precision.
Contract Administration: Basic understanding of contract language, terms, and management of important deadlines.

Soft Skills

Impeccable Organization & Attention to Detail: The ability to manage countless details simultaneously without letting anything fall through the cracks.
Exceptional Communication: Clear, professional, and friendly communication skills, both written and verbal, for interacting with clients, vendors, and internal teams.
Time Management & Prioritization: The capacity to thrive in a fast-paced environment, juggling multiple projects and deadlines effectively.
Proactive Problem-Solving: An ability to anticipate potential issues and develop solutions independently before they escalate.
Customer-Centric Mindset: A genuine desire to provide outstanding service and create positive, memorable experiences for every client.
Team Collaboration: The skill to work seamlessly as part of a team, providing reliable support and fostering a positive work environment.
Adaptability & Composure: The ability to remain calm and flexible when faced with last-minute changes and unexpected challenges.

Education & Experience

Educational Background

Minimum Education:

High School Diploma or equivalent GED.

Preferred Education:

Associate's or Bachelor's Degree.

Relevant Fields of Study:

Hospitality Management
Tourism and Travel
Business Administration
Communications or Marketing

Experience Requirements

Typical Experience Range: 1-3 years of experience in an administrative, customer service, or coordination role.

Preferred: Direct experience within a hotel sales department, catering office, destination management company (DMC), or a high-volume travel agency is highly desirable.