Assistant Director of Events

Summary

This position will serve as liaison between property, group sales manager, and client representative in the coordination and execution of group bookings by performing the following duties.

Essential Duties and Responsibilities

• Professionally execute communication, both verbally and in writing.
• Ability to communicate a thorough knowledge of catering sales, hospitality services, food, and wine.
• Ability to design, plan, and coordinate multi-day client events.
• Prepare accurate banquet event orders, and group information sheets to effectively communicate incoming group needs to all applicable departments.
• Ability to create unique menus, upsell as appropriate, and balance client budget limitations while maintaining proper margins for the property.
• Conduct client planning meetings, site tours, and be onsite to welcome clients and for other visits as needed.
• Plan and coordinate pre/post-convention meetings.
• Assist in responding to emails and answering phones as needed.
• Enter rooming lists in timely manner, review group billings for accuracy, and submit bills for payment.
• Ensure guest satisfaction with all onsite accommodations.
• Provide guests with information that may not be directly associated with the property.
• Occasionally handle catering only business from inquiry through contacting and servicing.
• Attend and/or lead various operations team meetings.
• Perform other duties as assigned.
• Ability to work set office hours as determined by supervisor (Monday – Friday, 8am – 5pm) as well as additional night/weekend hours as needed. Frequently expected to work over 40 hours per week to meet the needs of the business.

Additional Responsibilities

• Keeps work area neat and organized.
• Conducts self in a professional manner at all times.
• Maintain a safe work environment and immediately report all unsafe conditions.
• Maintain a good working relationship with all departments.
• Comply with all policies and procedures set forth by the Employee Handbook.

Supervisory Responsibilities

This job supports the Director of Events in leading the catering and convention services team by offering training to new and existing catering and services staff. The role will create and help to implement standard operating procedures for the sales, catering and convention services team as directed by Director of Sales and Events.

Competencies

• Continuous Learning - Seeks feedback to improve performance; pursues training and development opportunities; strives to continuously build knowledge and skills; shares expertise with others.
• Job Knowledge - Exhibits ability to learn and apply new skills; identify trends in the industry, requires minimal supervision; displays understanding of how job relates to others; uses resources effectively.
• Problem Solving - Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; able to collaborate in group problem solving situations.
• Business Acumen - Displays orientation to profitability; demonstrates comprehensive knowledge of market and competition; aligns work with strategic goals.
• Consultative Selling - Builds rapport and establishes trust; asks questions to discover client business needs; applies product and market knowledge effectively; presents solutions that meet customer objectives; manages and documents sales process.
• Sales Skills - Achieves sales goals; overcomes objections with persuasion and persistence; develops new contacts; ensures customer satisfaction; maintains records and promptly submits information.
• Planning/Organizing – Able to prioritizes work load; uses time efficiently; sets goals and objectives.

Qualifications

The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Education and/or Experience – High school diploma or general education degree (GED); two years related experience and/or training; or equivalent combination of education and experience.
• Language Skills – Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.
• Mathematical Skills – Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.
• Reasoning Ability – Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. The ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
• Computer Skills – To perform this job successfully, an individual should have knowledge of word processing software; spreadsheet software and contact management systems.
• Experience with Delphi/Salesforce preferred.
• Preference of 2-4 years hotel convention services experience.
• Preference for IHG systems experience, but not mandatory.

If you are looking to learn and grow in the hotel industry, look no further and apply now!