Assistant Event Manager

Blackberry Farm•Walland, TN

2d•Onsite

About The Position

The Assistant Event Manager is responsible for ensuring small to medium group and event functions are executed flawlessly, prioritizing guest satisfaction. This role requires a detail-oriented and organized individual with a hospitality mindset. The position involves managing holidays, small internal events, corporate retreats, family gatherings, and other private group gatherings. The Assistant Event Manager will be expected to manage between 3-6 holidays per year and support Event Managers for larger programs. The role encompasses managing all program logistics from planning through execution and billing, including room blocks, activities, meals, meetings, special needs, reservation tracking, billing, and post-event reporting. The Assistant Event Manager will serve as a primary contact for guests, vendors, group planners, and internal departments, creating resumes, rooming lists, transportation manifests, and activity lists. They will communicate program requirements to operational staff, create and send final invoices, execute events within budget guidelines, craft experiences to meet revenue goals, and maintain reports on profitability, expenses, and revenue.

Requirements

College degree or equivalent experience in event coordination preferred
Hospitality industry experience is required
Must be proficient in Microsoft Windows, Word, Excel, PowerPoint, Outlook
Must have excellent verbal & written communication skills
Must be able to communicate effectively with guests, managers, and team members
Knowledge of basic accounting principles required for reporting, statistics, and budgets
Must be able to make sound business decisions in regards to sales and customer requests
Must be able to accomplish tasks in a timely manner and manage multiple projects
80% computer and phone work at a desk
20% on-property management including some physical demands with movement of event décor, furniture, etc.
Must be able to sit for long periods of time, and work extensively on the computer and phone while multi-tasking to complete daily responsibilities
Must be able to safely operate a company vehicle or golf cart

Nice To Haves

Experience with Opera and ResortSuites, preferred.

Responsibilities

Manages internal contracted groups and internal events, small to medium in size
Supports Event Managers for larger programs
Works weekends, holidays, and nights throughout the year as necessary to assist with onsite programs
Manages all program logistics through the planning process, execution, and billing. This includes room blocks, activities, meals, meetings, special needs, tracking meeting/dining room reservations, billing and post-event reporting
Acts as a primary contact for guests, vendors, group planners, and internal department heads, both in planning and on-site
Creates resumes, rooming lists, transportation manifests, and activity lists
Communicates program requirements and logistics to all operational staff
Creates and sends final invoices for group billing, and provides backups for disputed items
Executes holidays and small internal events within the guidelines of the budget
Crafts experiences for groups that will create a memorable program and work towards revenue goals
Creates and maintains various reports for groups and internal events/holidays to track profitability, expenses, and revenue
Must comply with all company policies and procedures.
To perform the essential functions of this position regular and consistent attendance is required.
Must be able to work well with other Team Members and managers and interact with our guests.