Conference Services Manager

Description

Who We Are

Founded in 1926, the Colonial Williamsburg Foundation is a private, not-for-profit educational, historic, and cultural institution that owns and operates one of the largest and best-known museum complexes in the world. Our mission is “that the future may learn from the past” through preserving and restoring 18th-century Williamsburg, Virginia’s colonial capital. We engage, inform, and inspire people to learn about this historic capital, the events that occurred here, and the diverse peoples who helped shape a new nation. Today, Colonial Williamsburg is the largest living history museum in the U.S. The Historic Area is the 301-acre restored colonial capital with 88 original buildings and 525 buildings reconstructed to how they appeared in the 18th century through extensive archaeological, architectural, and documentary research. The Historic Area is staffed by highly trained, historically dressed interpreters and expert tradespeople who bring the 18th century to life. The Foundation also owns and operates two world-class museums, the DeWitt Wallace Decorative Arts Museum, and the Abby Aldrich Rockefeller Folk Art Museum, and a renowned research library, the John D Rockefeller Jr Library. Additionally, Colonial Williamsburg is home to five world class accommodations at the Williamsburg Inn, Williamsburg Lodge Autograph Collection, the Griffin Hotel, the Williamsburg Woodlands Hotels and Suites and the unique Colonial Houses in the Historical Area. Visitors may also indulge in food and drink at our many on-site restaurants and taverns that blend a historically inspired dining experience with today’s evolved tastes. Each year over 5 million people visit Williamsburg and another 20 million engage with us digitally.

PRIMARY FUNCTION:

Works with conference groups on all aspects of conference planning. Negotiates banquet food and beverage revenue and related services. Serves as the primary contact between conference clients and Colonial Williamsburg operations to ensure smooth execution of all functions in support of conference activities.

WORK TO BE PERFORMED:

• Serves as primary contact between conference meeting planners and CW. Initiates contact with clients up to one year in advance and assists in planning and developing conference programs.
• Monitors the use of contracted accommodations and conference function space to maximize profit and efficiency.
• Negotiates conference related food and beverage business, meeting space rental, audiovisual services, and recreational activities.
• Coordinates execution of all CWF and CWC-HG property services for conference groups including accommodations, meeting rooms, audio visual, food and beverage and catering, recreational, special tickets, tours and activities, transportation, external support and external vendor services, package plans, and billing.
• Develops working knowledge of cost factors and labor issues related to handling conference business.
• Accompanies and assists sales managers on site inspections and at selected trade shows or travel to specific markets to promote future business.
• Administers personnel functions to clerical support staff.
• Serve as on-site manager of hotel operations and CW representative during execution of conference related function.
• Responsible and accountable for successful result of all conference activities.

SUPERVISION TO BE EXERCISED:

Direct: Supervises secretary B and clerical support staff, including hiring, coaching, counseling, performance review, and discharge.

Indirect: On-site supervision of hotel operations staff on conference related activities.

DIRECTION RECEIVED: General supervision from Director, Conference Services.

QUALIFICATIONS:

Excellent communication skills, both oral and written; ability to work independently without direct supervision and to work under stressful conditions and deadlines; ability to handle multiple projects simultaneously; in-depth knowledge of hotel operations and general knowledge of Colonial Williamsburg; two or four year degree in hotel or business related studies or three to five years experience with increasing responsibilities in hotel or hospitality related fields. Must be willing to work evenings, weekends and occasional holidays.

(Optional) Preferred Qualifications:

In-depth knowledge of food and beverage preparation, presentation, catering service, and cost.