Conference Service and Event Manager

Ocean House Collection • Westerly, RI

94d

About The Position

The Conference Service & Event Manager manages all phases of property events, from planning through execution and follow-up, ensuring a smooth turnover from sales to service. Responsibilities include preparing event documentation, coordinating with Sales, Operations, and clients, maximizing revenue through up-selling and enhancements, and serving as the primary on-site contact to deliver exceptional events and guest experiences.

Requirements

• Bachelor’s degree or equivalent experience required; prior luxury hotel operations experience preferred.
• Ability to manage multiple complex tasks and projects effectively under pressure while maintaining attention to detail, accuracy, and confidentiality.
• Strong research, analytical, organizational, and problem-solving skills with sound judgment in tense situations.
• Advanced verbal and written communication skills in English, with the ability to work across diverse teams, clients, and community groups.
• Knowledge of office management practices and recreation administration, including program planning, leadership, risk management, budgeting, marketing, and public relations.
• Ability to plan, promote, and evaluate innovative recreation services and events that address community needs and encourage participation.
• Demonstrated leadership and teamwork skills with the ability to establish and maintain strong relationships with staff, officials, committees, agencies, and individuals.
• Commitment to upholding company standards, policies, and procedures.

Responsibilities

• Manage and coordinate all in-house resort events, from initial planning through final execution.
• Oversee development of relationships with outside vendors (musicians, florists, rental companies) and community group–sponsored events.
• Prepare proposals, estimates, contracts, Banquet Event Orders (BEOs), and lead BEO meetings for assigned groups and events.
• Support site tours for prospective and current clients, ensuring space reviews and event details are addressed.
• Assist in developing and applying policies and procedures related to event planning.
• Oversee special cultural programs, including art shows, antique shows, and music events, as directed.
• Manage responses to private dining requests in the Cottage, Signature Suites, and Members & Owners areas.
• Ensure proposals and client documents are error-free and aligned with hotel standards.
• Address guest concerns promptly, escalating issues to the Director of Catering & Events when needed.
• Collaborate with the Director of Sales & Marketing to generate publicity for special events.
• Manage expenses for in-house events, including labor, cost of goods, and net profit.
• Control revenues and expenditures, recommending future budget appropriations.
• Review final billing with accounting team for accuracy prior to client delivery.
• Update and publish the monthly Resort Activity Calendar to include all in-house events.
• Provide support to catering team colleagues.
• Recruit and coordinate volunteers and contract service employees (e.g., musicians, artists, entertainers).
• Book all music and entertainment for resort venues, handling travel, housing, and contract negotiations.
• Coordinate with the Resort florist on weekly, monthly, and holiday décor.
• Uphold the Company’s Statement of Purpose and Service Excellence Pillars.
• Represent the Company with professionalism, integrity and respect.
• Carry out other duties consistent with the scope and purpose of this role.

What This Job Offers

• Job Type: Full-time
• Education Level: Bachelor's degree