Position Summary The Executive Event Manager coordinates all aspects of groups and meetings/events once contracted by the Director of Sales, thus transitioning to be the client's main point of contact. This role communicates all group/event-related information to hotel team members in an accurate and timely manner. Additionally, this position will contract and detail catering only meeting/event functions.
Essential Functions - Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Utilize CITY system for accurate blocking of events, groups, traces, and generation of BEOS
- Generates Banquet Event Orders,Group Resumes, function room diagrams, and business correspondence.
- Fully manage guest room block details such as rooming lists, providing confirmation numbers to client, collaborating with front office for special group needs in relation to guestrooms, etc.
- Ensure all groups have proper billing established and payment is executed according to the contract. Will also be responsible to ensure all groups have a zero balance at the conclusion of their stay and/or event.
- Obtain guarantees for food and beverage functions
- Obtains all information required to prepare Group Resumes
- Receive and respond to all customer inquiries within deployed market
- Provide marketing collateral to clients and guests; which may include menus, meeting room layout seating capacity diagrams, and similar
- Prepare and send requested proposals and contracts to designated potential clients within deployed market.
- Obtain necessary approvals/permits/insurance certificates for functions
- Chair pre-conference and post-conference meetings, attends departmental and BEO meetings
- Communicate all group information/changes to existing information to appropriate hotel colleagues in an accurate and timely manner
- Entertain clients, as appropriate
- Maintain an active trace system for all assigned groups
- Visit all primary and secondary competition
- Audit banquet checks for assigned groups
- Contract business with approved vendors, as appropriate
- Approve payment and provide backup for contracted vendor business
- Coordinate all aspects of groups/meetings/events to include but not limited to:
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- Food and beverage requirements, timing of events, audio visual requirements, special attention guests, room type allocation, rooming lists, amenities, function room setup, group transportation, type of check-in, check-out to include satellite check-in, special meal requests, arrival/departure manifests, bag pulls, luggage storage, complimentary rooms, billing instructions, authorized signatures, room deliveries, telephone and internet requirements, box storage and delivery, power requirements, security requirements, key requirements, expected F&B outlet usage, group hospitality/office/registration desk requirements, business center requirements, entertainment, leisure activities, décor (to include floral) requirements, refer business to approved suppliers of service/products, as necessary
- When required support team members to coordinate all aspects of "One Day Meetings", business luncheons, cocktail receptions and professional dinner presentations including:
- Answering inquiry calls, replying to RFP's, actively soliciting potential clients via telephone, confirming function space availability and quoting associated room rental fees, verifying that there are no conflicts with existing clients who may be industry competitors, blocking function space in CITY, generating and executing contracts, securing deposits and final method of payment, coordinating all logistical aspects of group/event as outlined above, ensuring the success of events so clients become repeat customers, and any other tasks/duties as requested by management.
Qualifications The Company may consider equivalent combination of acceptable education and experience providing the knowledge, skills and abilities cited below. Education and Experience - Four-year college degree in hospitality management, marketing, business or related degree or equivalent experience.
Job Skills: - Event Planning & Execution: Ability to oversee the full event lifecycle, from initial client consultation to post-event follow-up.
- Catering & Banquet Operations: Knowledge of food and beverage service standards, banquet setups, and dietary requirements.
- Sales & Client Relations: Strong negotiation, contract management, and client relationship-building skills.
- Budgeting & Financial Acumen: Experience managing event budgets, pricing structures, and revenue forecasting.
- Vendor & Stakeholder Coordination: Ability to collaborate with chefs, banquet staff, vendors, and other departments to ensure seamless event execution.
- Leadership & Team Management: Experience leading event teams, assigning responsibilities, and ensuring high service standards.
- Problem-Solving & Crisis Management: Ability to quickly address and resolve issues that arise before or during events.
- Technology & Software Proficiency: Familiarity with event management software, catering platforms, and CRM systems.
- Attention to Detail: Ensuring that all event elements align with client expectations and brand standards.
- Strong Communication & Negotiation: Effective verbal and written skills for interacting with clients, vendors, and internal teams.
Experience Required: - Hotel or Catering Industry Background: At least 3-5 years of experience in event management, catering sales, or banquet operations within a hotel or upscale catering environment.
- Client-Facing Experience: Proven track record in managing high-profile events and working with corporate or social clients.
- Leadership Experience: Prior experience leading a team or coordinating multiple departments for large-scale events.
- Contract & Proposal Management: Experience in creating event proposals, contracts, and banquet event orders (BEOs).
Additional Skills and Abilities - Reading, writing and oral proficiency in the English language.
- Must be willing to work a flexible schedule in order to accomplish all major responsibilities and tasks.
- Must be a self-motivator.
- Must work in a safe, prudent and organized manner.
- Must have mathematical skills, computer software aptitude and some hotel operation knowledge.
- Knowledge of specific hospitality industry applications is desirable (CITY preferred).
- Must be able to relate to all levels of management.
- Must have the ability to handle multiple tasks at one time.
- Must have superior organizational skills.
- Ability to follow an appropriate course of action based on policies and procedures.
- Ability to work in a fast paced environment, sometimes under pressure, while simultaneously handling competing and changing priorities.
- Ability to satisfy the legal requirements for employment within the jurisdiction.
The Company operates 24 hours a day and 7 days a week, so operational demands require variations in shift days, starting and ending times, and hours worked in a week. Working Conditions & Physical Effort
Work is normally performed in an interior hotel environment. While performing job duties, the associate speaks, listens, completes documents, processes requests and operates office equipment such as a telephone, calculator, computer, copier and fax. Physical requirements include extended periods of standing and/or walking, bending, reaching, pulling, pushing, kneeling, and lifting up to 25 pounds. The job requires close vision with or without corrective lenses. This position may be required to operate a motor vehicle.