Executive Meeting Manager

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GENERAL DESCRIPTION

An Executive Meeting Manager is dedicated to providing exemplary service in order to create lasting and favorable memories. This position will prospect, book, and coordinate all small groups and meetings at the hotel. Prepares all group and meeting documentation and coordinates with other departments and customers to ensure consistent, high level service throughout the pre-arrival, event and post-event phases, while promoting the company’s core service standards and brand attributes; supports the company’s sustainability initiatives and platform; and manages the operations by maintaining a positive, forward-thinking, and safe environment.

WORK REQUIREMENTS:

• Manages all aspects of small groups, events, corporate and/or social bookings and other assigned segments on behalf of the hotel. Responsible for groups with 25 guest rooms (on peak) or less, and/or events with 25 attendees or less.
• Conduct site inspections, local sales calls, and attend appropriate industry events
• Attains assigned sales and revenue goals
• Establish positive working relationships and partnerships with all clients by understanding their expectations and anticipating their needs.
• Assumes the role of the main point of communication between the client and all departments within the property both in pre-planning and on-site.
• Coordinates the following functions for clients including but not limited to site inspections, pre-planning, arrival experience, transportation, guest rooms, amenities, meeting logistics, production and audio visual requirement, etc.
• Works directly with clients on room set-up, décor, cost and billing details and other requirements pertinent to their program.
• Fully coordinate, plan and create BEOs, Diagrams, Resumes and strategic production as needed per each booked event.
• Work directly with Banquets & Culinary teams on event details.
• Leads pre-event and post-event meetings for assigned groups.
• Ensures that necessary meeting facilities are reserved accurately and ensure proper utilization of function space to yield maximum revenues.
• Accountable for meeting guest room and food and beverage minimums, and responsible for up-selling product and services throughout the event process.
• Responsible for sleeping room projections and event revenue forecasting for his/her groups.
• Manages revenue and profitability associated with their assigned event and ensures accurate billing.
• Represents Avenue of the Arts Costa Mesa, A Tribute Portfolio Hotel, in a professional and positive manner at all times, including off hours if on business travel.
• Greets customer during the event phase and follows up with customer post-event.
• Handles guest problems and complaints.
• Accountable for the overall success of assigned groups and events.
• Maintain a continuous high volume of Event Satisfaction Surveys (ESS).
• Participates in department/hotel meetings.
• Participates in on-going trainings.
• Adheres to all standards, policies, and procedures.
• Performs other job-related duties as requested.

EDUCATION REQUIREMENTS:

• Bachelor’s degree preferred.
• Excellent reading, writing and oral proficiency in the English language.
• Minimum of two (2) years previous experience in a similar role required.

OTHER REQUIREMENTS:

• Professional appearance
• Strong selling and interpersonal skills.
• Proficiency working with various computer programs including but not limited to Microsoft Office Suite.
• CI/TY Experience strongly preferred.
• Proven record of organization, detail-oriented, and able to make productive and efficient decisions.
• Prior 4 star/Diamond rated hotel experience preferred.
• Must have a valid driver’s license.
• Ability to project authority with overall knowledge of convention services.
• Ability to work under pressure.
• Ability to make sound decisions immediately without supervision.
• Working knowledge of mathematical skills such as, addition, subtraction, multiplication, and division.
• Working knowledge of accommodations room capacities.
• Working knowledge of Front Desk and/or Group Reservations procedures.
• Able to lead and mentor a team.
• Work varied shifts, including weekends and holidays.
• Bilingual preferred.
• Previous experience working in a convention property with at least 10,000 or more square feet, preferred.

This is not intended to include every duty or responsibility of the job nor is it intended to be an all-inclusive list of the skills and abilities required to do this job.

Physical Requirements

• Must be able to sit, stand and walk around property throughout the day.
• Must be able to frequently use arms and hands to reach.
• Must be able to type at least 35 words per minute.
• Must be able to lift up to 25 pounds.