Manager, Executive Meetings

Summary Statement:

The Catering & Conference Manager, Executive Meetings,is responsible for planning, detailing, and servicing assigned group business, conference programs, catering events, and banquet-supported functions from the point of sales turnover through final billing and post-conference follow-up.

This role serves as the primary planning contact for clients and meeting planners, translating contractual commitments, guest profile, program agenda, food and beverage requirements, logistical needs, and operational expectations into polished, accurate, and executable event documentation.

The position requires a polished, proactive, highly organized, and guest-focused hospitality professional with strong knowledge of luxury resort operations, conference services, banquet operations, menu planning, event logistics, room block management, billing, and cross-functional communication.

The Catering & Conference Manager, Executive Meetings,partners closely with Sales, Banquets, Culinary, Stewarding, Group Operations, Hotel Operations, Revenue Management, AV, Security, Facilities, IT, Front Services, Housekeeping, and other internal departments to ensure seamless planning, operational readiness, client satisfaction, revenue optimization, and a luxury guest experience.

Includes but is not limited to:

• Assume ownership of assigned group business upon turnover from Sales, ensuring contract terms, concessions, food and beverage minimums, room block commitments, billing instructions, special requirements, and planning expectations are clearly understood and documented.

• Serve as the primary planning liaison between clients, meeting planners, destination management companies, third-party vendors, affiliates, and internal resort departments throughout the planning cycle and on-site execution.

• Review contracts and turnover information for critical details, including room block cutoffs, attrition, concessions, cancellation terms, rates, deposits, payment schedules, billing arrangements, master account instructions, and special client commitments.

• Prepare and maintain accurate group resumes, Banquet Event Orders, menus, diagrams, estimates, change logs, billing instructions, affiliate event information, VIP details, amenity requests, and related program documentation.

• Plan, detail, and service meetings, general sessions, breakouts, receptions, meal functions, hospitality suites, VIP experiences, affiliate events, special events, outdoor events, and other banquet-supported program elements for assigned groups.

• Partner with clients and internal teams to develop menus, service formats, room layouts, agenda flow, staffing needs, signage, audiovisual requirements, power and internet needs, transportation details, security requests, loading dock access, and other logistical components.

• Coordinate with Banquets, Culinary, Stewarding, AV, Facilities, Security, IT, Front Services, Housekeeping, EVS, Group Operations, Group Dining, Property Events, and other departments to ensure all event details are operationally sound and clearly communicated.

• Monitor assigned group room blocks in partnership with Sales, Reservations, Revenue Management, and clients to optimize pickup, minimize attrition exposure, support forecast accuracy, and protect hotel revenue.

• Accurately forecast group rooms, catering revenue, banquet revenue, affiliate revenue, and related program activity in Delphi, Opera, and other applicable systems.

• Lead planning calls, site inspections, planning visits, tastings, resume reviews, pre-conference meetings, internal reviews, and post-conference follow-up meetings as required.

• Conduct thorough BEO, resume, menu, diagram, and billing reviews to ensure documentation is accurate, complete, timely, polished, and aligned with department standards before distribution.

• Manage event guarantees, menu deadlines, revision timelines, distribution timelines, deposit requirements, credit applications, billing approvals, and other critical planning milestones within established department and resort standards.

• Support food and beverage revenue growth by recommending menu enhancements, beverage upgrades, service enhancements, rental opportunities, space optimization strategies, and operationally appropriate upsell opportunities within assigned programs.

• Manage client requests, program changes, special dietary needs, VIP preferences, accessibility needs, custom menu requests, vendor requirements, and operational exceptions with professionalism,…