Conference and Events Manager- Monday to Friday, No Weekends!
Guest Services

Compensation Amount:

Job Summary:
The Conference and Events Manager is responsible for developing and fostering new business through pro-active sales efforts and managing existing accounts as well as group, catering and meeting space sales. The responsibility of the Conference & Events Center Manager is to manage all operational functions of the Washington office conference center. This position will report to the Director of Operations, Guest Services.

Job Description:

Essential Functions

1. Manage meetings and events within the Washington office conference center to include meeting and event requirements for catering, audio/visual, technology, staffing, and outside resources.

2. Oversee conference scheduling mailbox to ensure reservationists are properly responding to meeting requests.

3. Regularly inspect meeting rooms, as well as service areas, to verify accurate setup, cleanliness, and organization.

4. Provide on-site management of special events.

5. Serve as a liaison to external vendors for on-site events.

6. Present conference facilities to clients and members of external organizations.

7. Liaise with in-house catering regarding menu selections for meetings and events, as well as work with the Director of Operations on seasonal catering menus.

8. Liaise with appropriate departments to monitor and review inventory on all conference center equipment needs and maintain bar coded inventory management system and reconciliation of equipment and small wares.

9. Supervise conference scheduling reservationists.

10. Manage conference reservation system.

11. Conduct pre and post event meetings, as required, to review and communicate group needs and feedback.

12. Review and approve vendor invoices.

13. Frequently review and update conference room "Daily Inspection Room Guidelines".

14. Liaise with Administrator - Business Operations and Service Delivery, Business Manager, Office of the Managing Partner, Executive Director, OCEO, Senior Marketing & Business Development Manager, and Events Manager to identify, track and execute monthly office events.

15. Maintain a monthly calendar of events for the conference center for distribution to the Business Manager of the Office of the Managing Partner and the Office Administrator.

16. Immediately capture and communicate all service changes, additions, and cancellations to appropriate service delivery teams

17. Lead a weekly meeting of the event service delivery teams to review and discuss upcoming meetings and events.

18. Prepare debriefs for events and maintain event notes.

19. Manage a list of allergies and dietary restrictions for all firm leadership.

20. Prepare complex event budgets and process all expenses for preparation of final budget sheets.

21. Anticipate complex problems and barriers to hosting successful meeting and events and make recommendations and/or implement solutions.

22. Conduct site visit consultations of the event spaces with internal and external clients to determine objectives and requirements for events and meetings.

23. Design creative event invitations and maintain RSVP spreadsheets.

24. Design themed event visuals for purposes of directional guidance, catering displays or welcome signage.

25. Liaise with internal facilities team to ensure all security, engineering, and punch requests are in completed.

26. Review and negotiate contracts for off-site dinners and events. Work directly with the venue's sale executive/general manager to execute special dinner menus and setups. Arrange for delivery of floral and specialty items. Visit the venue on the evening of the event to inspect the space and ensure all needs are met.

27. Maintain a list of local restaurants and events spaces including all details about the venue (i.e. capacities, event spaces, photos, contact information, etc.).

28. Create and design innovative catering menus for special events and elevated dinners.

29. Deliver excellent customer service.

30. Other duties as assigned.

QUALIFICATIONS

1. Five (5)+ years experience in hotel events or event planning in a supervisory role required.

2. CMP designation preferred.

3. Law firm experience preferred.

4. Excellent customer service skills.

5. Excellent written and oral communication skills.

6. Strong attention to detail.

7. Proficiency in Microsoft Office and event management technology.

8. Ability to multitask in a fast-paced and demanding environment.

9. Ability to work early, evening, and weekend hours, as needed, for meetings and events.

10. Ability to effectively and professionally lead a team

11. College degree preferred.

HOURS

Core hours are Monday through Friday, 9:00 a.m. to 6:00 p.m., including one hour for lunch, with additional hours as needed.

This job description sets forth the authorities and responsibilities of this position and may be changed from time to time as shall be determined.

Founded in 1917, Guest Services has worked tirelessly to earn the reputation as the premier hospitality management company and National Park Service concessionaire in the United States. Guest Services takes great care and pride in providing best-in-class services across a wide variety of client sites including luxury communities, hotels, resorts, government and business dining facilities, full-service restaurants, state and national parks, outdoor recreation, boathouses, marinas, museums, conference centers, senior living communities, health care systems, school and university dining facilities, and specialty retail stores.

Guest Services, Inc. is an Equal Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment and promotion without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected Veteran status.

OUR COMMITMENT TO DIVERSITY, EQUITY, & INCLUSION: We embrace Diversity, Equity, and Inclusion (DEI) and the richness it brings to our company. Our commitment is to provide an inclusive workplace where individuals can bring their whole selves to work, enabling them to provide the best level of service to our diverse customer base.