Assistant Event Manager

Auberge Collection•Los Olivos, CA

4h•$68,000 - $73,000

About The Position

The Assistant Event Manager is responsible for managing all aspects of the event planning and execution process for assigned groups and events. The position operates heavily in the Delphi software system; it follows protocols for detailing events from the contract conversion to final billing and post-event follow up. Works closely with the Event Manager, Banquet Manager, Banquet Captains, Culinary teams, and corporate, wedding and third party event planners, to detail corporate programs, weddings and social events, through the creation of customized Group Resumes and Banquet Event Orders. Develops trusted relationships with each client to ensure program objectives are met/exceeded, high levels of service and attention to details are upheld, and opportunities for repeat business and referrals are secured.

Requirements

Editing skills with impeccable attention to detail.
Exceptional ability to communicate clearly and with confidence with guests and team members at all levels.
Well-organized, detail oriented with excellent follow up.
Ability to multi-task and coordinate multiple projects at once.
Ability to remain flexible with work assignments.
Ability to work flexible hours, including nights and weekends, as needed.
Computer proficiency and experience with: Microsoft Office, Word, Excel, and Delphi. Experience with Opera, Delphi and Social Tables is a plus.

Nice To Haves

Prior experience in or knowledge of the hospitality and or events industry is preferred
Ability to make smart decisions that support property operations
Ability to professionally represent the resort and interact with guests in a polished, responsible, and timely manner

Responsibilities

Execute successful site visits and planning meetings.
Ensuring the achievement of resort revenue goals, including Food and Beverage minimums and Site Fees.
Effort to upsell Food and Beverage and Site Fees to planners and clients, offer pricing options that maximize revenue and profit for the resort and streamline labor and costs.
Responsible for managing all facets of smaller corporate, weddings and social events, as well as short-lead bookings.
Main point of contact for Rooms-only contracts, and BEOs for internal/partner events.
Developing timelines, BEOs, Floorplans, Resumes and Cost Estimates that streamline the client experience, as well as our internal operational needs.
Maintain accuracy of any third party diagram software. Ensure diagrams are standard in client proposals and provided to banquet operations with Banquet Event Orders (BEO's).
Attend the Arrivals meeting for the day before and day-of events, as well as daily Rally meetings when appropriate or necessary for an in-house group/client.
Coordination of contacting all authorized Vendors to execute arrangements for functions, including audio/visual needs.
Overseeing Vendor load-in and strike when Vendors are contracted by the hotel; and ensuring Planner oversight of Vendor load-in and strike when contracted by the Planner or Client directly.
Act as a liaison between the Client and Operations of the hotel, to ensure a successful event for the clients and their guests, and that all of the client’s needs are met and communicated accurately and efficiently to all departments of the hotel.
Assist in communicating costs to clients in advance with accurate cost estimates, and contacting clients for timely collection of deposits for catering events. Partner with Banquets and Accounting to develop accurate master bills and ensure bills are sent out soon after group departure.
Assist Banquet Managers and Captains with running events, and coverage of events for Senior Event Managers as needed.
Greet all clients as they arrive at the hotel to ensure that they have all required items.
Scheduling and managing Pre-Con meetings, as requested, with Clients and all Department heads prior to program arrival date.
Participate in weekly operations meetings to communicate the upcoming group’s needs.
Coordinates necessary arrangements with vendors relating to events.
Review Opera to make sure Posting Masters are set up according to the contract.