Planning Assistant 

Job Title: Planning Assistant (Entry Level)

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

Location: Austin, TX

Reports To: Lead Wedding Planner

Job Description:

Heyens Hospitality is seeking a warm, detail-oriented, and highly organized Planning Assistant to support our Lead Planners in delivering seamless, elevated wedding experiences at The Addison Grove and Prospect House. This is an entry-level, event-day role focused on hands-on execution—supporting setup, vendor coordination, timeline management, transitions, and guest experience. The Planning Assistant plays an essential part in ensuring every detail reflects the couple’s vision and contributes to a smooth, memorable celebration.

Key Responsibilities:

On-Site Event Setup

• Assist with venue and décor setup based on planner direction and event layouts.
• Place signage, linens, place settings, personal items, and small décor elements.
• Ensure ceremony and reception spaces are guest-ready before the event starts.

Vendor & Planner Support

• Greet vendors and direct them to the appropriate load-in areas.
• Support the Lead Planner with vendor coordination and communication throughout the event.
• Help ensure all vendor setup aligns with the timeline and floor plan.

Guest Experience

• Provide assistance and direction to guests (seating, accessibility, general questions).
• Assist with ceremony processional lineup, cues, and transitions.
• Support overall event flow and the planner team as needed.

Event Management & Day-Of Support

• Monitor event spaces and help troubleshoot day-of needs or issues.
• Support transitions between ceremony, cocktail hour, and reception.

Breakdown & Closing Tasks

• Assist with event teardown and resetting spaces.
• Collect, pack, and organize client personal items, décor, and signage.
• Support vendor load-out under planner guidance.

Qualifications

• Strong attention to detail with the ability to follow instructions accurately.
• Excellent communication and customer service skills; comfortable interacting with guests, vendors, and venue teams.
• Calm, positive, and professional demeanor in fast-paced, high-energy environments.
• Hospitality-driven, friendly, team-oriented, and committed to delivering exceptional guest experiences.
• Proactive problem-solver who shows initiative while taking direction from Lead Planners.
• Punctual, reliable, and eager to learn; enjoys weddings and special events.
• Weekend availability required.
• Hospitality, customer service, or event experience preferred but not required.
• Ability to lift 25–30 lbs and stand/walk for extended periods.

As a Planning Assistant at The Addison Grove and Prospect House, you will play an essential role in bringing each couple’s vision to life and ensuring their wedding day unfolds seamlessly. This position requires a warm, dependable individual who takes pride in thoughtful execution, teamwork, and exceptional hospitality. Your support will directly contribute to the smooth flow of each event and help uphold the elevated standard of service that defines The Addison Grove and Prospect House.