Assistant Event Manager

3 weeks ago

Paradise Valley, United States El Chorro Lodge Full time

Title: Assistant Event Manager Department: Sales and Catering

Reports to: Director of Sales and Catering Supervises: N/A

FLSA Status: Exempt 

Date: 08/20/2024

Summary of Position:

The Assistant Event Manager provides support to the Sales and Catering Team and additional leadership to the operation through the execution and completion of various event-related tasks and functions, as well as the professional and efficient coordination of assigned responsibilities to ensure a smooth client / event experience.

Essential Functions by role:

Organizational Duties:

Support the Sales Team with day-to-day department needs. Duties include, but are not limited to:

· File creation

· Creating / facilitating tasting & banquet event orders

· Coordinating lead tracking and responses

· Greeting clients/guests on the phone and in person in a professional manner and assist where possible.

· Distributing weekly Run to all departments, along with other reports as needed.

· Closing out all events in Triple Seat and sending information to accounting.

· Other support duties as requested by Sales and Catering Team.

· Collecting all deposits according to contractual terms and working with billing to ensure all monies are collected in advance or as defined by the contract

Event Management Duties:

Efficient and professional coordination of any assigned event contracted by the Sales and Catering Team. Duties include, but are not limited to:

· Blocking function space

· Creating event revenue estimates.

· Collection of deposits and payments.

· Detailing and upselling banquet food and beverage for assigned events.

· Preparation of event orders to the client’s specifications.

· Attendance at assigned events.

Overall Essential Functions:

· Ability to handle multiple tasks with efficiency and ease

· Highly organized

· Respond in a timely manner to internal and external customers

· Build rapport with internal and external customers

· Follow up with customers in a timely manner to gather all pertinent information

· Establish a positive, professional relationship with clients and internal associates

· Produce bi-weekly financial reports

· Help to schedule planning sites for sales managers as needed

· Close out all events in TripleSeat and send information to Accounting

· Follow-up, in a timely manner, with event involved departments and appropriately communicate any necessary feedback

· Interface with outside vendors as needed

· Accurate and timely preparation of event orders, set-up diagrams, and other informational forms

· Assist in designing and coordinating events that meet client needs while being creative and maintaining profitability (revenue generation, maintaining profit margins and food/beverage costs)

· Work with all internal departments to coordinate needs of events.

· Provide support to the Sales and Catering Team for event coverage when required.

· Other tasks as assigned by the Sales and Catering Team

· Work directly with Marc & Rose marketing team for in-house immediate needs

· Protect the properties assets by maximizing revenues, optimizing use of on-site inventory and function space, and protecting the physical property

· Conduct planning sites as needed

· Maintain accurate information and revenues in TripleSeat to ensure accurate forecasting

· Introduce key operations personnel to client or on-site contact

· Follow-up with client after assigned events to ensure customer satisfaction and address any challenges

Personal Characteristics:

· Behaves Ethically

· Communicates Effectively: Speaks and listens in a clear, thorough, and timely manner, effectively reading and writing, using the English language

· Professional Appearance: Exhibits an appearance appropriate for a four-diamond facility (Specific grooming standards are available for review)

Qualifications:

Education: High School Diploma or equivalent required, college degree preferred.

Experience: Minimum of one (1) year in hospitality sales and/or Catering/Event Management, Event Planning experience preferred.

Certificates or Licenses: N/A

Knowledge, Skills, and Abilities:

· Knowledge of food and beverage and basic audio-visual equipment

· Ability to utilize/learn TripleSeat, Microsoft Office including Word, Excel and Outlook

· Ability to effectively deal with internal and external customers, some of whom will require high levels of patience, tact and diplomacy to defuse anger, collect accurate information and resolve conflicts

· Ability to resolve conflict in effective manner

· Ability to lift, grasp, carry and/or push up to 20 pounds

· Ability to work a flexible schedule, as well as being able to work shifts requiring standing, walking throughout hotel or sitting for long periods of time

· Ability to work well in a dynamic environment, where the need for adaptability, flexibility, and quick thinking are commonplace

· Ability to maneuver up and down stairs and to all areas of property

· Able to communicate effectively in English.

· Ability to multi-task, organize projects and work at a self-directed pace.

*This position is a safety-sensitive position. Under the law, safety-sensitive positions are defined as positions where the employee operates, repairs, maintains or monitors the performance or operation of a motor vehicle, equipment, machinery, or power tools. Safety-sensitive positions may also include jobs where the tasks or duties required of the employee could affect the safety or health of the employee performing the task or others.

Working Conditions:

· Attendance as scheduled is a critical element in all positions at El Chorro.

El Chorro’s leaders and associates believe each guest (internal and external) should be treated with respect, kindness, and professionalism. We believe that “Making Space for Genuine Hospitality” is our purpose, enticing our guests to return again and again. To be successful at El Chorro, associates must embrace our Purpose, Pillars and 21 Service Essentials. This includes being hands on and heartfelt, sincere and focused, collaborate and curious, and conscientious, possessing and demonstrating a high level of care and attention to internal and external guests. Our forward-thinking, fun, friendly, engaging and enthusiastic associates treat every guest as if they were our only guest. A true customer focus is essential to success with our property and company.

Source: Hospitality Online

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