Lead Wedding Planner

Job Title: Lead Wedding Planner (Full-Time)

Company: Heyens Hospitality (The Addison Grove and Prospect House)

Location: Austin, TX

Reports To: Director of Operations

Job Description:

Heyens Hospitality TX is seeking a highly skilled, client-focused Lead Wedding Planner to plan, manage, and execute exceptional weddings across The Addison Grove and Prospect House. This role begins as part- to full-time in 2026, transitioning into a full-time role in 2027, with responsibility for a growing planning portfolio and helping shape the long-term structure of the planning program.

The ideal candidate is a confident planner with excellent communication skills, strong attention to detail, and a passion for creating unforgettable celebrations. They will take on a mixed portfolio of Event Management, Design, and Full-Service Planning while also playing a key role in building and growing the planning division.

Key Responsibilities:



Lead Planning for Assigned Weddings

• Take on a blended portfolio of Event Management, Design Add-On, and Full-Service Planning clients.
• Guide clients through the luxury planning experience from onboarding to wedding day.
• Schedule and lead all planning meetings (design, logistics, walkthroughs, tasting, rentals, timeline review, etc.).
• Create and maintain timelines, layouts, vendor schedules, production sheets, and planning documents.
• Execute wedding days with professionalism, proactive communication, and ownership of all details.
• Deliver warm, timely, and solution-oriented client communication throughout the planning process.

Workload & Growth Expectations

• 2026:
  
  
• Part- to full-time depending on planning load.
• Comfortable taking on 10–20+ weddings based on package mix (EM = higher volume, Full-Service = lower volume).
  
  
• 2027:
  
  
• Full-time role with capacity for 30+ weddings, adjusted by package complexity and season.
• Potential to assist with hiring, onboarding, and supporting additional planners as demand increases.

Client Engagement & Planning Program Growth

• Take an energetic, proactive, and service-driven approach to introducing planning services to our already-booked venue clients.
• Initiate planning consultations to help clients understand how In-House wedding planning services such as Event Management, Design, and Full-Service Planning can enhance their experience and streamline their planning journey.
• Build trust quickly, ask thoughtful questions, and tailor recommendations based on clients’ needs, priorities, and budget.
• Follow up consistently and professionally with prospective planning clients in a warm, value-focused manner.
• Maintain updates on client interest, notes, and communication logs within internal tracking systems.
• Represent the planning team at tours, showcases, open houses, and venue events.

Planning Team & Program Leadership

• Help maintain and refine planning SOPs, workflows, templates, and communication standards.
• Serve as the planning team’s escalation point for questions and complex client situations.
• Offer mentorship, guidance, and support to assistant planners, coordinators, and future planning hires.
• Collaborate with ownership to refine planning tiers, strengthen offerings, and ensure high-quality service.
• Participate in long-term planning program strategy and operational improvements.

Vendor Relations & Cross-Department Coordination

• Build strong relationships with trusted vendors aligned with Addison Grove and Prospect House standards.
• Maintain positive and productive communication with venue sales, bar team, operations, and Native Bloom Floral.
• Lead vendor communication throughout the planning timeline and on event day.
• Ensure all vendor teams understand venue policies, setup requirements, and client expectations.

Event Execution & Quality Control

• Manage wedding-day operations from start to finish, including vendor direction, timeline flow, guest experience, setup, and breakdown oversight.
• Troubleshoot with composure, professionalism, and leadership.
• Ensure adherence to venue policies and Heyens Hospitality brand standards.
• Conduct post-event evaluations and share feedback to refine processes.

Qualifications

• 3–7+ years of professional wedding or event planning experience; luxury or high-volume preferred.
• Comfortable managing a blended portfolio of Event Management, Design, and Full-Service clients.
• Strong design eye and ability to guide clients through cohesive visual concepts.
• Excellent written and verbal communication skills; professional, warm, and confident.
• Highly organized, efficient, and capable of managing multiple weddings simultaneously.
• Solutions-oriented leader who thrives in high-pressure, fast-paced environments.
• Weekend and evening availability required; weekday flexibility for meetings.
• Knowledge of Austin/Dripping Springs wedding market is a plus but not required.

Reporting Structure

• Reports to: Operations Director / Ownership
• Works closely with: Venue Sales Teams, Operations, Bar Team, Native Bloom Floral, Preferred Vendors
• Potentially oversees: Assistant planners, coordinators, and future planning hires

Compensation & Benefits

• Competitive salary based on experience
• Bonus opportunities tied to planning revenue
• Healthcare stipend or contribution
• Professional development opportunities
• Flexible weekday schedule based on planning volume