Executive Meeting Coordinator

Executive Meeting Coordinator

We are seeking a highly detailed and goal-oriented self-starter with strong communication skills for our Executive Meeting Coordinator position. The Executive Meeting Coordinator is responsible for the overall planning and execution of group events, conferences, and meetings. This position works closely with the clients and the property team to ensure a successful event.

ESSENTIAL RESPONSIBILITIES

• Conduct property tours and convey service offerings.
• Prepare proposals, contracts, and other client-requested documents.
• Initiate, negotiate and close contracts for small groups.
• Maintain an events calendar for small group bookings.
• Maintain detailed files with client contracts, BEOs, diagrams, etc. and log all client correspondence in the sales system.
• Work with clients to understand their needs and vision for their event, such as event space, rooms and food and beverage.
• Coordinate BEOs, room setup, timeline of schedule, menu creation, rooming lists, audio visual, activities, etc. with clients based on their expectations.
• Maximize revenues through upselling techniques.
• Enter and monitor group room blocks based on the rooming list the client provides; making changes when needed.
• Manage and communicate with clients regarding deposits, BEO final submissions and changes, rooms, and contracted minimum pick up.
• Maximize revenue for the hotel through upselling.
• Serve as the on-site contact for group and standalone events; troubleshooting as needed.
• Communicate event details to all responsible hotel departments via BEO and Group Resume meetings, as well as via email and direct paper & digital communication.
• Supervise the setup and complete a walkthrough prior to the event to ensure function arrangements meet the specifications of the client.
• Oversee the execution of meetings and events to ensure guest satisfaction; assist with meeting and event functions as necessary.
• Reconcile post-event billing charges and send final invoice to the client.
• Effective communication and follow-up to ensure repeat bookings.
• Participate in networking events both on-site and off-site.
• Other duties as assigned by the Director of Sales.

EXPERIENCE

• High School Diploma or Equivalent required; College degree preferred.
• Minimum of 1 year hotel sales/catering experience preferred
• Event Temple and/or Cloud experience preferred.

KNOWLEDGE, SKILLS AND ABILITIES

• Knowledge of hotel operations and the teamwork between departments.
• Proficient computer skills including but not limited to Microsoft Word, Power Point, Excel, Outlook and Google.
• Excellent analytical and problem solving skills.
• Highly developed customer service skills that champions a culture of serving others.
• Excellent organizational skill with a strong attention to detail.
• Strong personal and interpersonal skills with a welcoming and warm personality.
• Dynamic, enthusiastic, creative leader who thrives under pressure and is able to perform multiple functions and troubleshoot when needed.
• Command of the English language both written and verbal, with the ability to demonstrate warmth and empathy when engaging with others.
• Ability to delegate, effectively train and coach.
• Ability to remain professional and tactful in situations.
• Ability to easily engage and connect with others.
• Ability to prioritize tasks and manage time effectively.
• Ability to remain flexible to constant change.
• Ability to learn new information quickly.
• Ability to accept and provide feedback.
• Must be able to work a flexible schedule including nights, weekends and holidays

This position description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the position. May perform other duties as assigned.