Executive Meetings Manager

2 weeks ago

Duncanville, United States OCI Hospitality Full time
Job DescriptionJob Description

Job Summary

The Executive Meetings Manager serves as the primary point of contact for all small meetings and events. The Executive Meetings Manager assesses and conceptualizes clients' needs and desires for a variety of meetings and events and makes all arrangements necessary to execute the client's desired vision and goal. This manager details all meeting arrangements such as rooming lists, meeting room logistics, conference dining program or special catering events, audiovisual and technology needs, outside activities and services, etc.


Essential Duties and Responsibilities

  • Consults with clients to assess and understand their needs for the event including staffing, room types, hospitality suites, hotel rooms, catering, signage, programs, music, security, display areas, and other specialized requirements.
  • Acts as the onsite contact for daily and weekly meeting room functions and group arrival ensuring all needs and requirements have been met.
  • Manages all administrative duties and details associated with the event and group business including financial operations, distribution of promotional materials, and responding to inquiries.
  • Provides tours of prospective event locations and provides guidance on the final selections.
  • Compiles price lists and negotiates contracts for services, dates, times, and spaces.
  • Develops and maintains current list of available venues, services offered, and pricing options.
  • Enters group room blocks into the appropriate software.
  • Communicates with the guest services team and the management team all check-in procedures and room assignments for groups upon their arrival date to ensure contract terms and requests are met.
  • Ensures proper and timely follow-up for all definite contracts, introductions, and review of contract.
  • Ensures accurate and timely billing procedures are in place for meeting functions and group business.
  • Answers phones in a professional manner and appropriately directs calls.
  • Enters and maintains all group commissions and rebates.
  • Submits brand reward points for planners, groups and as assigned by supervisor.
  • Implements Group Resume two weeks out for hotel(s) for review at hotel meetings with PMT.
  • Sends weekly group pick up information to hotel PMT.
  • Maintains an accurate inventory of sales collateral and promotional materials.
  • Ensures that events meet legal, safety, and health requirements and regulations.
  • Maintains current knowledge of event planning standards and trends by attending seminars, consulting with other professionals, and reading trade publications.
  • Completes all training as assigned.
  • Assist Sales team with administrative tasks as needed.
  • Performs additional responsibilities as assigned by leadership.

Qualifications

  • 2 or more years of relevant sales, customer service, or hospitality experience.
  • Strong interpersonal and communication skills.
  • Ability to speak clearly and listen attentively.
  • Ability to read and write effectively.
  • Ability to resolve problems effectively.
  • Ability to manage stressful situations with poise and finesse.

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