Meeting and Special Events Manager

Summary:                         

The primary responsibility of the Meetings and Special Events Manager is to provide an exceptional event experience for our luxury clientele. We are looking for a creative, organized, and detail-oriented individual who can ensure flawless event execution, from client communication to the final touches of each event.

Key Competencies:

• Extreme attention to detail
• Excellent knowledge of computers, specifically Delphi, Opera Cloud, Microsoft Word, Excel, and Outlook
• Flexible and willing to work a flexible schedule, including days, evenings, and weekends as required
• Exceptional written and verbal communication skills, with a proven ability to handle high volumes of email professionally and efficiently with concise, well-structured messages
• Highly Committed to customer satisfaction
• Demonstrated ability to build rapport and maintain a professional demeanor with clients and colleagues
• Strong problem-solving skills and an adaptable mindset to handle last-minute changes or challenges with grace and efficiency

Essential Functions:       

• Oversee the end-to-end planning and execution of corporate meetings, weddings, social gatherings, and VIP events
• Act as the primary point of contact for clients, ensuring seamless communication and understanding of their vision and requirements
• Communicate timely and accurately with the hotel’s operations departments via Banquet Event Orders, Group Resumes, and other forms of communication
• Thoroughly understand the hotel's operational capabilities and proactively offer to upsell lodging, F&B, Audiovisual, and other services
• Partner with the Rooms, F&B, and A/V teams to meet and exceed revenue targets
• Exceed planner expectations and the hotel's customer satisfaction KPIs
• Collaborate with hotel-wide operations teams to help build and deliver a memorable, luxury experience
• Negotiate food and beverage prices, function space, and hotel services in accordance with approved departmental booking guidelines. Confirm in writing to the client and all affected hotel departments all group requirements via sales contract terms, addenda, confirmation of pricing, group resumes, and/or banquet event orders
• Conduct Pre-Convention meetings with VIP clients, larger programs, and the operations team as needed
• Timely and seamless turnover from the Group & Events Sales department to the Conference Services Manager, as outlined in the departmental SOP
• Ability to coordinate and run weekly departmental meetings, including banquet event order meetings and group resume review meetings, in a timely and efficient manner
• Perform site tours and planning visits with potential and existing clients. A thorough understanding of the hotel’s guest rooms, public spaces, and event spaces is required, as is the ability to discuss the hotel’s history
• Ability to self-manage and prioritize daily workload while maintaining a positive attitude towards clients and hotel staff        
• Develop and manage event budgets, ensuring cost control while maintaining the highest level of service
• Monitor event revenue performance and identify opportunities for increasing profitability
• Work closely with the finance team to ensure accurate invoicing and timely payment collection

Education and Experience:

• 3-4 years’ experience in luxury hotels. Prior experience in Conference and Events Services in hotels is highly preferred
• Experience in a 4-5-star property or luxury property is preferred
• An undergraduate degree is preferred
• Proficiency in Delphi/Salesforce systems, Microsoft Office Suite, Opera, and Cvent
• Ability to multitask and work in a fast-paced environment
• Passion for luxury hospitality and a commitment to exceptional service

Physical Demands:    

• Must be able to lift or move 25 pounds