Meetings and Events Manager
1 month ago
Saint Petersburg
Job DescriptionPosition Summary 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. 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 CI/TY 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, • Booking and detailing all local catering leads, • Coordinate all aspects of groups/meetings/events to include but not limited to:, • 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 “Local Meetings”, business luncheons, cocktail receptions and professional dinner presentations including: 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., • Event Planning & Execution: Ability to oversee the full event life cycle, 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., • Hotel or Catering Industry Background: At least 2–4 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 largescale 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.