Executive Meeting Manager

Position Summary

The primary job function of the Executive Meeting Manager is to drive group and catering revenue through various lead channels, to ensure all group sales contracts are planned and executed at the highest level of client satisfaction, and, to make certain that all financial obligations to the hotel are met. The position includes the management of guest(s), social room blocks as well as to coordinate services for groups and all other social events and organizations holding meetings.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Responsible for business development- actively sell all segments as directed by the Director of Sales & Marketing, ensuring monthly, quarterly, and annual goals are met.
• Prepare and send requested collateral materials to designated clients or guests. Examples include catering menus, brochures, space diagrams, formal proposals, presentations.
• Review sales contracts as well as other key details such as room blocks, cut-off date, special concessions, cancellation, and attrition clauses and validate with clients.
• Be fully knowledgeable of competitive markets outside the area.
• Coordinate all logistics of meetings as assigned by the Director of Sales & Marketing to include but not limited to: food and beverage requirements, audio-visual requirements, room type allocation, rooming list, amenities, function room set up, group transportation, special meal requests, arrival/departure manifests, bag pulls, luggage storage, complimentary rooms, billing instructions, authorized signatures, room deliveries, telephone and internet requirements, box storage and delivery, power requirements, key requirements, expected food and beverage outlet usage, etc.
• Monitor and enforce specific deadline dates related to group rooms cut-off, BEO requirements and function guarantees.
• Create and distribute group resumes, communicate any changes to appropriate departments and managers in a timely manner.
• Be fully knowledgeable of the capabilities and limitations of the hotel and departments that may impact sales strategies.
• Upsell to improve revenue generation on property.
• Be readily available during functions for consultation with the client.
• Flexible schedule required to accommodate the clients’ needs.
• Conduct post event satisfaction surveys.
• Engage in site visits and/or other client meetings.
• Participate in weekly Sales Meetings, Weekly Hotel Operations Meetings, BEO Meeting and any other required meetings relevant to role.
• Professionally represent the hotel by participating in client and industry functions.
• Meet clients upon arrival and prior to departure to ensure all details of the contract are being delivered.
• In a timely, accurate and consistent manner, document and track all sales activities in the sales system used on property.
• Comprehensive knowledge of market position, banquet and food and beverage revenues, pricing and rate structures, sales strategies, yield management, booking trends, and future hotel planning.
• Maintain detailed records of discussions with guests, including room accommodations, all meeting setups, food and beverage, transportation, etc.
• Compile meeting planner surveys post events to solidify repeat business and distribute results.
• Be fully knowledgeable of the role of room merchandising as it pertains to overall revenue and to periodically evaluate, assess, and revise the parameters of the program.
• Develop and maintain a job specifications department chart to include market responsibility, geographical areas, and individual sales planning including goals and objectives.
• Achieve budgeted revenues and expenses and maximize profitability related to the sales department.
• Develop short- and long-term financial and operational plans for the sales department that relate to the overall objectives of the hotel.
• Increase the level of guest satisfaction by delivery of an exceptional product through employee development.
• Maintain and correct procedures for credit control, financial transactions, and security of financial assets. Respond and resolve guest requests, complaints, or questions in a courteous and timely manner. Hold team members to the same.