Job Description
SUMMARY
The Associate Director of Meetings & Events will assist in managing, training, and leading the Meeting and Events team to achieve success. The Associate Director will assist in the management and profitability of all aspects of the meeting and events department, including maximizing revenues and profitability, controlling expenses, and protecting the integrity of the guest experience.
This role will contribute to the organization as an active business partner that is responsible for supporting the team and company's goals, objectives, vision, mission, and values while providing strong leadership, creativity, and interpersonal skills to a dynamic team,
ESSENTIAL FUNCTIONS
Major areas of responsibility/ management include, but are not limited to:
• Extensive knowledge of meeting room capacities, banquet set-up, food and beverage, audio-visual, and any other pertinent details as they relate to events.
• Contributes to the strategy and planning activities of the Meetings & Events functions including maximizing and managing resources and efforts to ensure client satisfaction, operational efficiencies and revenue targets are met.
• Responsible for leading the team to establish and maintain rapport with guests prior to, during, and post-conference, both exceeding their expectations and encouraging repeat business.
• Oversee resume meeting, BEO meeting, Scrub Meeting, Credit Meeting and Departmental Meetings as requested by the Director of Sales & Marketing
• Represent the Director of Sales & Marketing at meetings or engagements in the director’s absence.
• Assist in reviewing sales contracts as well as other important information on behalf of the team, i.e., room block, cut-off date, special concessions, attrition clauses, minimums, space blocking and validate contractual information.
• Assist in overseeing contractual agreements pertaining to guest room blocks, meeting space, food and beverage, concessions, and event vendor agreements.
• Monitor and enforce Meetings & Events team deadline dates to ensure the accurate and timely flow of information.
• Ensure the team accurately forecasts group rooms and group food and beverage revenues for assigned groups.
• Maximizes efficiency through proper scheduling and cost controls.
• Assist in selecting, training, coaching, and developing Associates to enhance performance and meet the current and future needs of the department.
• Ability to supervise Associates, including, but not limited to, assignment of duties, evaluating service, and taking disciplinary action when necessary.
• Identifies areas of improvement, initiates action steps and follow through on a timely basis.
• Keeps resort information relating to Meetings & Events activities up to date.
• Responsible for managing, coordinating, and executing high profile and high touch groups as deemed necessary by the Director of Sales & Marketing
• Maintains strong client relations and ensures that event specifications are communicated and executed for a successful meeting experience for both the meeting planner and attendees.
• Participate in site visits and planning meetings for upcoming groups as requested.
• Establishes, enhances, and maintains productive quality working relationships with key internal and external guests.
• Responsible for acting as a liaison between the guest and operating departments to ensure successful meetings, and to generate repeat business.
• Ability to communicate clearly and speak, read, write, and understand English eloquently.
QUALIFICATIONS
• High school or equivalent education required.
• Bachelor’s Degree preferred.
• 2-3 years management experience.
• Must be able to mentor and motivate a team of dynamic individuals.
• 3-5 years meeting and event experience preferred in a luxury resort/hotel market
• Extensive knowledge of food and beverage products, proper preparation and presentation of food and beverage items.
• Looking for an individual who is proactive and will nurture and build effective teams, actively contributing to the selection, training, and retention of high caliber Meeting and Event associates.
• Adapts quickly and positively to new situations.
• Ability to multi-task and handle many items and demands at once.
• Ability to communicate with guests, management, and Associates to their understanding.
• The individual must be a ‘hands-on’ manager, who is creative, innovative, energetic, and a clear thinker with the ability to analyze and resolve problems.
• Knowledge of computers - Delphi, Opera, Social Tables, and Microsoft Office programs (Word, Excel, PowerPoint, and Outlook); daily use of nearly all programs will occur.
PHYSICAL REQUIREMENTS
Most work tasks are performed indoors. Temperature is moderate and controlled by hotel environmental systems. Must be able to sit at a desk for up to 5 hours per day. Walking and standing are required the rest of the working day. Length of time of these tasks may vary from day to day and task to task. Must be able to exert well-paced ability to reach other departments of the hotel on a timely basis. Must be able to lift up to 15 lbs. occasionally. Requires grasping, writing, standing, sitting, walking, repetitive motions, bending, climbing, listening, and hearing ability and visual acuity. Talking and hearing occur continuously in the process of communicating with guests, supervisors, and subordinates; use of these senses will occur on a constant basis.
In the United States we are proud to be an EEO employer M/F/D/V. We maintain a drug-free workplace and perform pre-employment substance abuse testing.
The Associate Director of Meetings & Events will assist in managing, training, and leading the Meeting and Events team to achieve success. The Associate Director will assist in the management and profitability of all aspects of the meeting and events department, including maximizing revenues and profitability, controlling expenses, and protecting the integrity of the guest experience.
This role will contribute to the organization as an active business partner that is responsible for supporting the team and company's goals, objectives, vision, mission, and values while providing strong leadership, creativity, and interpersonal skills to a dynamic team,
ESSENTIAL FUNCTIONS
Major areas of responsibility/ management include, but are not limited to:
• Extensive knowledge of meeting room capacities, banquet set-up, food and beverage, audio-visual, and any other pertinent details as they relate to events.
• Contributes to the strategy and planning activities of the Meetings & Events functions including maximizing and managing resources and efforts to ensure client satisfaction, operational efficiencies and revenue targets are met.
• Responsible for leading the team to establish and maintain rapport with guests prior to, during, and post-conference, both exceeding their expectations and encouraging repeat business.
• Oversee resume meeting, BEO meeting, Scrub Meeting, Credit Meeting and Departmental Meetings as requested by the Director of Sales & Marketing
• Represent the Director of Sales & Marketing at meetings or engagements in the director’s absence.
• Assist in reviewing sales contracts as well as other important information on behalf of the team, i.e., room block, cut-off date, special concessions, attrition clauses, minimums, space blocking and validate contractual information.
• Assist in overseeing contractual agreements pertaining to guest room blocks, meeting space, food and beverage, concessions, and event vendor agreements.
• Monitor and enforce Meetings & Events team deadline dates to ensure the accurate and timely flow of information.
• Ensure the team accurately forecasts group rooms and group food and beverage revenues for assigned groups.
• Maximizes efficiency through proper scheduling and cost controls.
• Assist in selecting, training, coaching, and developing Associates to enhance performance and meet the current and future needs of the department.
• Ability to supervise Associates, including, but not limited to, assignment of duties, evaluating service, and taking disciplinary action when necessary.
• Identifies areas of improvement, initiates action steps and follow through on a timely basis.
• Keeps resort information relating to Meetings & Events activities up to date.
• Responsible for managing, coordinating, and executing high profile and high touch groups as deemed necessary by the Director of Sales & Marketing
• Maintains strong client relations and ensures that event specifications are communicated and executed for a successful meeting experience for both the meeting planner and attendees.
• Participate in site visits and planning meetings for upcoming groups as requested.
• Establishes, enhances, and maintains productive quality working relationships with key internal and external guests.
• Responsible for acting as a liaison between the guest and operating departments to ensure successful meetings, and to generate repeat business.
• Ability to communicate clearly and speak, read, write, and understand English eloquently.
QUALIFICATIONS
• High school or equivalent education required.
• Bachelor’s Degree preferred.
• 2-3 years management experience.
• Must be able to mentor and motivate a team of dynamic individuals.
• 3-5 years meeting and event experience preferred in a luxury resort/hotel market
• Extensive knowledge of food and beverage products, proper preparation and presentation of food and beverage items.
• Looking for an individual who is proactive and will nurture and build effective teams, actively contributing to the selection, training, and retention of high caliber Meeting and Event associates.
• Adapts quickly and positively to new situations.
• Ability to multi-task and handle many items and demands at once.
• Ability to communicate with guests, management, and Associates to their understanding.
• The individual must be a ‘hands-on’ manager, who is creative, innovative, energetic, and a clear thinker with the ability to analyze and resolve problems.
• Knowledge of computers - Delphi, Opera, Social Tables, and Microsoft Office programs (Word, Excel, PowerPoint, and Outlook); daily use of nearly all programs will occur.
PHYSICAL REQUIREMENTS
Most work tasks are performed indoors. Temperature is moderate and controlled by hotel environmental systems. Must be able to sit at a desk for up to 5 hours per day. Walking and standing are required the rest of the working day. Length of time of these tasks may vary from day to day and task to task. Must be able to exert well-paced ability to reach other departments of the hotel on a timely basis. Must be able to lift up to 15 lbs. occasionally. Requires grasping, writing, standing, sitting, walking, repetitive motions, bending, climbing, listening, and hearing ability and visual acuity. Talking and hearing occur continuously in the process of communicating with guests, supervisors, and subordinates; use of these senses will occur on a constant basis.
In the United States we are proud to be an EEO employer M/F/D/V. We maintain a drug-free workplace and perform pre-employment substance abuse testing.
💡 Quick Summary
Seeking a career-building opportunity? The Associate Director of Meetings and Events position is now open for candidates interested in the Event Management Jobs sector. This role in Chicago offers a professional environment and growth potential.
Requirement Snapshot: Candidates should possess basic communication skills, a proactive attitude, and the ability to work in a team. Experience in Event Management Jobs is a plus.
