Assistant Director of Conference Planning

Q - Center•St. Charles, IL

9h•$85,000 - $100,000•Onsite

About The Position

The Assistant Director of Conference Planning supports the Director of Conference Planning by providing leadership and operational oversight for assigned conference programs and daily departmental functions. This role focuses on execution excellence, client satisfaction, cross-department coordination, and team support. The Assistant Director plays a critical role in ensuring accurate event planning, seamless on-site execution, and consistent delivery of Q Center service standards.

Requirements

Bachelor’s degree in Hospitality Management, Business Administration, or related field required
Minimum six (6) years of progressive hospitality management experience within a full-service hotel, resort, or comparable hospitality environment
Director-level experience required
Minimum five (5) years of supervisory or leadership experience required, previous director-level experience preferred
Proficiency with event planning systems, software, and diagramming tools
Proven track record of managing complex events, budgets, and departmental teams
Strong executive presence with the ability to influence across all levels of the organization
Outstanding verbal and written communication skills
Strong listening, problem solving, and conflict resolution abilities
Ability to manage multiple, complex events simultaneously
Strategic thinking with operational and financial insight
Strong client-service orientation and commitment to exceptional guest experiences
High level of professionalism, integrity, and accountability

Nice To Haves

previous director-level experience preferred

Responsibilities

Provide leadership insight on client service trends, operational opportunities, and service improvements.
Communicate organizational directives, operational priorities, and service standards.
Represent Q Center professionally with clients, guests, and vendors.
Provide strategic oversight of daily Conference planning operations, ensuring alignment with organizational goals, operational standards, and client expectations.
Ensure departmental procedures, workflows, and documentation are compliance with internal SOPs, company policies, and regulatory requirements. including the creation, implementation, and ongoing maintenance of SOPs for new or updated procedures.
Monitor scheduling, space utilization, and resource allocation to maximize efficiency and support seamless event delivery.
Maintain active onsite presence to ensure seamless program execution and client satisfaction.
Consistently exceed service standards to strengthen client relationships, elevate event outcomes, and ensure business and long-term loyalty.
Lead Q Center key accounts, developing detailed event specifications, diagrams, timeliness, and addendums for high level, complex programs.
Create and distribute accurate Banquet Event Orders, group resumes, and floor plans.
Maintain complete and accurate event files in Delphi, Opera and diagramming systems.
Track and communicate changes in real time and update documentation in accordance with established Standard Operating Procedures deadlines.
Present assigned programs at operational meetings.
Ensure compliance with purchase orders processes and financial documentation standards.
Develop strategies to improve operational efficiency and service delivery within Conference Planning.
Support initiatives that improve client satisfaction, retention, and repeat business.
Assist with post-event billing and invoice accuracy.
Partner with department leaders to ensure Conference Planning operations contribute positively to overall property performance and profitability.
Review, analyze, and improve departmental procedures to enhance efficiency and client satisfaction.
Implement tools and workflows to streamline conference planning operations.
Coordinate across departments to ensure smooth execution.
Monitor key performance indicators and event metrics to drive continuous improvement.
Lead, develop, and manage Conference Planning managers and coordinator.
Recruit, interview, and hire staff in accordance with company standards.
Coordinate and assist with onboarding and training of Conference Planning managers and coordinator.
Conduct performance evaluations and provide coaching and mentorship.
Foster a culture of accountability, teamwork, and service excellence.
Monitor third-party performance and contractual obligations.
Ensure vendor services support operational needs while maintaining fiscal responsibility.
Perform additional responsibilities as needed to support Q Center’s operational and strategic objectives.