Corporate Event Planner

ZT Wealth LLC•Los Angeles, CA

13h

About The Position

The Corporate Event Planner is responsible for providing, designing, coordinating, and executing corporate events that support all entities across all portfolios including private equity, philanthropy, and broader organizational goals. This role manages the full lifecycles of events, from initial concept, vendor sourcing, and logistics through on-site setup/breakdown and post-event analysis, while providing organized administrative support to our varying portfolios, including scheduling, data tracking, and follow-up documentation. The Corporate Event Planner will report to the Chief People Officer and work closely with all portfolios, including Private Equity, Philanthropy, and Marketing teams. For Private Equity events, the Corporate Event Planner will collaborate with the Client Relationship Managers, getting final approvals from the President of ZT Capital and the Senior Managing Director. For events supporting ZT Athletics, the President of ZT Athletics and the Director of Philanthropy provide the vision that the Corporate Event Planner will assist in bringing to life. The Corporate Event Planner will also collaborate with the Marketing and Operations Director for input, feedback, and historical insight. In addition, the Corporate Event Planner is accountable for setting the organizational tone and leadership standards that drive performance, trust, and engagement across all levels of the enterprise. Spearhead the development and execution of both hosted and attended event initiatives that strategically align with and support key business objectives and organizational needs. The planner maintains strong relationships with vendors and internal stakeholders through clear communication, meticulous attention to detail, and a hospitality-driven approach that ensures a polished, guest-focused experience. Success in this position requires proficiency with Microsoft Office tools for budgeting, reporting, presentations, and data management, as well as awareness of social media and digital touchpoints that extend event reach and engagement.

Requirements

High School GED
5+ years of progressive experience in event coordination or hospitality management.
Demonstrated experience leading all aspects of managing a full event lifecycle, from concept and vendor sourcing through on-site execution and post-event analysis, while providing organized administrative support, including scheduling, data tracking, and follow-up documentation.
Coordinate end-to-end event planning, logistics, execution, and post-event wrap-up.
Manage timelines, budgets, venues, travel, registration, and day-of event operations.
Maintain an annual calendar of event ideas and create proposals that support business goals.
Provide administrative support through internal briefings, RSVP tracking, and CRM updates.
Prepare proposal decks, sponsorship materials, and briefing documents for key meetings.
Build and maintain strong vendor relationships to ensure quality and value.
Act as main point of contact for vendors, handling selection, contracts, and expectations.
Keep an organized, up-to-date preferred vendor list for future events.
Oversee on-site event setup, execution, and breakdown to ensure a smooth and safe experience.
Monitor event flow in real time and adjust plans as needed.
Gather and analyze event data to inform planning and measure outcomes.
Use surveys, budget tracking, and KPIs to report results and recommend improvements.

Responsibilities

Covering the full event lifecycle, including research, planning, logistics, execution, and wrap-up and analysis.
Defining the event objectives, building timeline, establishing and maintaining budgets, selecting venues, coordinating travel and accommodations, overseeing registration, and running the occasion day of.
Keep a curated calendar of proposed events for ideas to push forward throughout the calendar year for functions we should host and participate in. Justify why it would be a benefit to our portfolios and create a formal proposal to introduce the idea to our internal teams.
Hosting internal briefings, preparing lists of key action items, tracking RSVPs, and maintaining accurate CRM data for our team so that they may focus on clients and donors.
Assist with preparations of proposal decks, sponsorship packages, and briefing documents for client or donor meetings at events.
Maintain positive relationships with vendors, playing the role as both a negotiator and a partner to ensure quality, reliability, and future value to be built.
Serve as the primary liaison between internal and external parties, sourcing, vetting, and selecting the proper vendor based on quality, fit, and budget, and be able to negotiate contracts, review proposals, and clarify deliverables, timelines, and service standards.
Communicate with vendors in a polite, concise, and professional manner.
Maintain a list of preferred vendors for internal and future use to continue to leverage relationships based on positive previous experiences. Must organize and expand this list over time to keep results consistent and up to date.
Responsible for overseeing the set-up and break-down for the event, including supervising vendors and staff, checking details, and ensuring a safe and professional environment.
Arrive early at the event to oversee the plans’, ensuring set-up is occurring on schedule. Run pre-event walkthroughs and briefings with staff to confirm final details and responsibilities.
During the event, monitor the schedule and transitions and make real-time adjustments if necessary.
Post-event, oversee the breakdown, ensuring items are returned, spaces are restored and cleaned, and any necessary incident documentation is submitted.
Collect and research data throughout the event lifecycle to inform planning, execution, and post-event evaluation.
Conduct venue research and gather registration and attendee information to ensure events meet participant needs.
Design and distribute pre- and post-event surveys to measure attendee satisfaction and expectations.
Track and reconcile event budgets to support financial and performance analyses.
Analyze post-event data to extract meaningful insights and measure outcomes against established KPIs.
Identify successes, challenges, and opportunities for improvement to enhance future event strategy.
Create and share data-driven summaries and reports that connect event outcomes to business objectives and organizational goals.