Associate Director of Events

The Associate Director of Events is responsible for supporting the Director of Events in coordinating all facet of event planning and execution, including group events, local catering and catering sales.

Manage group events such as corporate meetings, conventions, and social gatherings to ensure seamless execution and exceptional guest experiences. This requires liaising with internal departments (e.g., culinary, banquet, reservations, front office) to ensure accurate and timely event delivery. The aim is the achieve hotel budget (meeting room, food, beverage), customer services and staffing goals.

Develop and grow local catering sales market through relationship-building with current and former clients, as well as targeting new business to achieve assigned goals related to food, beverage, and meeting room rentals.

The Associate Director of Events plays a key role in managing the overall execution of hotel events to ensure high customer satisfaction, increase revenue, expand market share, and foster repeat business, all in alignment with the hotel’s Budget Plan.

Additionally, this position supports the Director of Events in providing leadership, mentorship, and training to managers and the administrative team. The Associate Director also assists in the preparation of budgets, monthly forecasts, reports, projects and other duties as assigned.

Responsibilities

• Act as onsite contact for all assigned groups, as well as working with the customer to produce BEO’s and Convention Resumes. Ensures that all special arrangements - Food and Beverage, Audio Visual, and other requests are properly documented on BEO’s and signed by authorized representative.
• Ensures timely distribution of all BEO’s and Resumes to the appropriate departments and follows up on any questions.
• Maintains detailed files, notes, records, and trace systems to ensure event meets with customer expectations.
• Verifies space requirements and meeting room set-up with the client, and ensures that public space needed is properly maintained and in good condition.
• Confirms revisions in agendas, room blocks, etc. and notifies corresponding departments in a timely manner.
• Finalizes the program/agenda with client and checks all scheduled functions one hour prior to start time.
• Reviews event sheets and works with appropriate departments to ensure quality and satisfaction.
• Maintains positive guest and employee relations through prompt, precise, and courteous communication.
• Lead, train & mentor staff including hiring, coaching development, performing evaluations, disciplinary actions and terminations.
• Drive all incremental revenues. Ensure the quarterly and annual revenue goals are achieved for the hotel.
• Supporting the Events Team’s effort in maximizing revenue with a working knowledge of room sets, upsell of other revenue, meeting room rental, food & beverage compositions and an understanding of kitchen and banquet service procedures.
• Maintain good rapport with local civic groups and companies.
• Ensure quality standards are met in areas of customer service and satisfaction.
• Host timely and informative pre-convention meetings to review program with department leaders and meeting planners.
• Other duties as assigned.

Experience

• Bachelor’s degree in business administration or related field
• Minimum 3 years of meeting planner experience; OR, equivalent combination of education and experience.

Skills and Abilities

• Have computer skills to include word processing, spreadsheet, and familiarity with brand specific property Management System(s).
• Exercise excellent communication, presentation, organization, time management and listening skills.
• Use analytical skills for measuring business potential and value to the hotel.
• Interact with all levels of customers and hotel management.