Conference Services + Event Manager | Tarrytown House Estate | Tarrytown NY

PM New•Tarrytown, NY

23d•Onsite

About The Position

The Conference Services + Event Manager will serve as the primary point of contact for corporate clients from contract signing through event completion. This role involves consulting with clients to understand event objectives, budgets, timelines, and logistical requirements, and then developing comprehensive event plans, schedules, floor plans, and production timelines. The manager will coordinate meeting room setups, audiovisual requirements, catering services, transportation, accommodations, and special requests. They will also conduct site visits and property tours, maintain consistent communication with clients, and oversee on-site event operations. This includes coordinating all event-related departments, monitoring event timelines, resolving issues, and ensuring compliance with venue policies and safety regulations. The role also involves preparing proposals, event orders, and budgets, identifying upselling opportunities, and reviewing post-event billing. Collaboration with Sales, Catering, and Operations teams is crucial, as is leading event planning meetings and fostering strong interdepartmental relationships. Post-event, the manager will conduct reviews, analyze feedback, and maintain accurate event records.

Requirements

Bachelor's degree in Hospitality Management, Event Management, Business Administration, or related field.
3-5+ years of experience planning and managing corporate events, conferences, meetings, or hospitality events.
Strong project management and organizational skills.
Excellent verbal and written communication abilities.
Experience managing multiple events simultaneously in a fast-paced environment.
Proficiency with Microsoft Office Suite and event management software.
Ability to work evenings, weekends, and holidays as required by event schedules.
At least a high school diploma.
2+ years of experience working in hotel sales.
At least 1 year’s experience working in food & beverage.
Ability to communicate clearly in a positive and professional manner.
Ability to perform under pressure.
Ability to assist clients in all their requests.

Nice To Haves

Experience in hotel, conference center, resort, or luxury hospitality environments.
Knowledge of Amadeus (Delphi) systems is preferred.
Knowledge of banquet operations and food and beverage services.

Responsibilities

Serve as the primary point of contact for corporate clients from contract signing through event completion.
Consult with clients to understand event objectives, budgets, timelines, and logistical requirements.
Develop comprehensive event plans, schedules, floor plans, and production timelines.
Coordinate meeting room setups, audiovisual requirements, catering services, transportation, accommodations, and special requests.
Conduct site visits and property tours for prospective and confirmed clients.
Maintain consistent communication with clients, ensuring expectations are met and exceeded.
Oversee on-site event operations and act as the lead event representative during programs.
Coordinate all event-related departments, including catering, banquet operations, housekeeping, front office, facilities, and technology support.
Monitor event timelines and proactively resolve issues to ensure seamless execution.
Ensure all events comply with venue policies, safety regulations, and service standards.
Manage VIP and executive-level events with professionalism and discretion.
Prepare proposals, event orders, and budgets.
Identify opportunities for upselling venue services, catering enhancements, and additional guest experiences.
Review post-event billing and ensure accurate invoicing.
Partner closely with the Sales, Catering, and Operations teams to maximize event success.
Lead event planning meetings and communicate critical information to operational departments.
Foster strong working relationships across departments to maintain service excellence.
Conduct post-event reviews with clients and internal teams.
Analyze attendee and client feedback to improve future events.
Maintain accurate event records, reports, and client history within event management systems.