The Executive Meeting Specialist serves as the primary coordinator for small to lower mid-scale meetings and events, ensuring seamless planning and execution from initial handoff through event completion. Housed in Event Operations but working hand in hand with the Event Salesand Event Servicesteams, this role partners closely with clients and hotel departments to execute successful events while providing operational support to the Event Operations team.
The Executive Meeting Specialist is responsible for planning and coordinating conferences, business meetings, social events, weddings, charity functions, and other hotel events of small to moderate complexity. This position helps alleviate operational workload during peak business periods while ensuring exceptional service standards and memorable guest experiences.
Event Coordination & Execution
- Coordinate all aspects of assigned meetings and events from turnover through successful execution.
- Partner closely with Event Sales (Conference Sales) and Event Services (Conference Services) to ensure a seamless transition from event contracting through event execution.
- Serve as a point of contact for clients throughout event execution stage.
- Coordinate with in-house and third-party Audio Visual providers to ensure all equipment, technology, and presentation needs are executed successfully.
- Collaborate with Event Sales & Services, Culinary, Stewarding, Engineering, Security, and other hotel departments to ensure seamless event execution.
- Coordinate with outside vendors, including florists, decorators, entertainers, rental companies, transportation providers, and specialty service partners.
- Execute Banquet Event Orders (BEOs)
- Monitor event timelines, communicate changes, and ensure all operational deadlines are met.
- Conduct pre-event meetings as necessary to review event details and operational expectations.
- Provide onsite event support to ensure all event details are executed according to client expectations.
- Respond promptly to guest and client requests while resolving operational issues with professionalism and urgency.
- Conduct post-event follow-up and communicate feedback for continuous improvement.
Administrative & Department Support
- Provide administrative support to the Banquet Management team to ensure the efficient operation of the department.
- Assist with banquet colleague scheduling, maintaining staffing schedules, and communicating schedule updates.
- Maintain departmental filing systems, event records, reports, and operational documentation.
- Prepare and distribute daily event reports, staffing schedules, event resumes, function sheets, and departmental communications.
- Coordinate communication between Banquet Operations and internal departments to ensure accurate execution of event details.
- Assist with departmental reporting, billing documentation, invoices, office supply inventory, and administrative projects.
- Coordinate departmental meetings, prepare meeting agendas, record meeting minutes, and follow up on action items.
- Answer departmental phone calls, respond to emails, manage calendars, and assist with general office operations.
- Assist with onboarding, training coordination, and maintaining departmental training records.
- Support Banquet Managers during periods of high business volume by assuming responsibility for smaller events and administrative functions.
- Support annual hotel events, holiday programming, and other special event initiatives.
- Perform other duties as assigned.
The hourly start rate is USD $30.00