Executive Meeting Planner

Sage Hospitality Group•Breckenridge, CO

About The Position

The Executive Meeting Planner manages and plans meetings, conventions, and related activities at Hotel Alpenrock. The role serves as the primary partner for groups and event planners from contract signing through the conclusion of the event, coordinating guest rooms, menus, meeting setups, VIP touches, amenities, group resumes, and rooming lists. The planner works closely with clients and hotel teams to deliver polished, personalized events while making effective use of guest rooms and event spaces and supporting revenue and profitability goals. The role leads coordination among hotel departments involved in event delivery, maintains client records and event documentation, oversees program details and budgets, and follows through on billing and group closeout. The planner also supports convention-services improvements and works to ensure customer satisfaction and repeat business.

Requirements

More than two years of post-high-school education.
One to two full years of employment in a related position with this company or another organization.
Working knowledge of banquet and catering food-and-beverage services, policies, or operations.
Knowledge of computer equipment.
Ability to compile facts and figures in accordance with established procedures.
Supervisory skills.
Communication skills to provide information and related services to hotel management and guests.
Excellent hearing for verbal interaction with guests and associates.
Excellent vision to view event setups.
Excellent speech communication skills for verbal interaction with guests and associates.
Ability to occasionally lift, push, pull, and carry tables, chairs, and boxes weighing up to 50 pounds.
Ability to occasionally bend and kneel to tape down cords, skirt tables, and pick up floors after functions.
Mobility to service clients at short notice and over variable distances.
Ability to stand continuously during function observation and client site inspections, for periods ranging from one to four hours.
Ability to climb approximately 55 steps, 3–5% of a 10-hour day.

Responsibilities

Manage and plan meetings, conventions, and related activities.
Attend Banquet Event Order (BEO) and staff meetings and act as a team leader for hotel staff participating in event delivery.
Achieve at least 90% of productivity goals and 100% of activity goals established by management.
Coordinate group business developed by the sales manager and follow up on signed or contracted business within five working days.
Determine and coordinate event-planning needs.
Maintain accurate, organized, current, and well-documented files.
Develop customer profiles and maintain an effective trace system with trace dates and references.
Build strong customer relationships through appropriate communication and professional, courteous, and ethical interactions.
Follow up efficiently and promptly on client needs and inquiries.
Focus on revenue-generating activity, retain accounts and clients, maximize account yield opportunities, and improve sales effectiveness.
Review and detail programs with clients, including space requirements, audiovisual needs, schedules, equipment, menus, themes, and decorations; up-sell where appropriate.
Prepare event resumes and paperwork to support quality service.
Manage function details and related activities to ensure program requirements are met.
Anticipate and handle customer complaints or problems to support quality delivery, customer satisfaction, and repeat business.
Oversee group billing details, including deposits, direct-bill applications, credit-card authorizations, and coordination with accounting.
Contribute to improvements in convention-services products, including developing sales tools and systems, analyzing competitors’ products, and understanding and meeting customer needs.
Monitor and control individual event budgets and details to maximize revenue and minimize expenses while delivering a quality product.
Attend and lead pre-conference meetings as needed; coordinate the client-hotel pre-conference and review BEO details with all parties.
Close out groups, including recording pickup in the Delphi sales system and processing commissions owed with accounting.