Manager, Hotel & Meeting Operations

Major League Soccer•New York, NY

6d•$80,000 - $88,500•Hybrid

About The Position

The Events & Hospitality Department oversees the strategic development, planning and execution of hundreds of events for Major League Soccer and Soccer United Marketing each year, including marquee events like MLS All-Star Week, MLS Cup, MLS NEXT tournament events, Leagues Cup, the Mexican National Team U.S. Tour, Concacaf tournaments, MLS Rivalry Week, Michelob Ultra Campeones Cup, and dozens of other SUM/international property events. Annually, the Events Team also manages cross-departmental initiatives including hospitality/B2B programming, press announcements, department/executive meetings, competition events and other strategic projects for the Enterprise. The Manager, Hotel & Meeting Operations will lead the planning and execution of enterprise meetings and hotel operations across Major League Soccer and Soccer United Marketing, supporting a diverse portfolio of events and business initiatives throughout the year. This role is responsible for managing hotel sourcing, RFP development, contract negotiations, and operational planning for meetings and events, while partnering with internal stakeholders to deliver seamless, high-quality experiences that achieve business objectives. The Manager will also support the day-to-day operations of the Events & Hospitality department by managing departmental processes, budgets, reporting, documentation, and administrative functions, while driving operational efficiencies that support the successful delivery of annual MLS and SUM events.

Requirements

Bachelor’s Degree
5+ years of relevant hotel & meeting operations experience
Knowledge of the hotel industry in the U.S., including insight about specific properties in major markets, and an understanding of how hotels operate
Strong contract negotiation, influencing and event management skills
Ability to travel and to work non-traditional hours, including evenings, weekends, and holidays
Experience developing and managing event budgets and finances; fiscally responsible with success overseeing large budgets (excess of $2M per program)
Knowledge of Cvent, Passkey and additional hospitality planning tools used widely in the industry
Experience working with hotel brand GSOs
Strong executive presence, experience working directly with C-Level Executives
Analytical thinker, self-motivated, organized, flexible and a proven problem solver and decision-maker
Detail-oriented with the ability and experience to multi-task and meet deadlines with minimal supervision, in a fast-paced, team environment and within various different internal workstreams
High level of commitment to quality work product and organizational ethics, integrity, and compliance
Strong interpersonal skills and the ability to effectively communicate, both written and verbally
Some physical labor related to the set-up and breakdown of events
Strong proficiency in Word, Excel, PowerPoint and Outlook

Nice To Haves

Business proficiency in the Spanish Language
Knowledge of the sport of soccer

Responsibilities

End-to-end hotel operations, meetings management, and execution for assigned meetings and events throughout the year, including hotel sourcing and contracting, soliciting and tracking requests, overall meeting logistics, property relationship management, catering, AV/production, décor/branding/gifting, wayfinding, and agency/staff management.
Support the delivery of enterprise-wide hotel and meeting strategies while serving as the operational lead for assigned programs.
Coordinate with internal and external planning stakeholders on all meeting and hotel needs (both remotely and onsite when needed), including the reservations process, BEO approvals, contractual minimums, AV management, convention services, and ongoing communication with hotel partners and vendors.
Manage cross-functional stakeholders, project timelines, and operational deliverables to ensure meetings and events are executed at a high level, on time, and within budget.
Develop, distribute, and evaluate event briefs and RFP materials for hotel and meeting sourcing.
Negotiate hotel and venue agreements while maximizing relationships, concessions, and cost savings; partner closely with Legal throughout the contract review and execution process.
Lead hotel and market site visits for assigned programming and provide recommendations for hotel sourcing, meeting space allocation, and operational planning.
Develop and manage event budgets and associated expenses, payments, billbacks, invoice processing, financial reconciliation, and final billing for all assigned meetings and events.
Manage the overall hotel reservations process for assigned events, including: Management of rooming lists across multiple hotels and sub-blocks, Partnering with hotels to build, launch, and manage reservation link websites, Monitoring reservation cutoff dates and coordinating extensions when appropriate, Managing room block utilization, adjustments, and addendums, Coordinating executive and VIP suite assignments, upgrades, amenities, and special requests, Managing hotel billing arrangements, credit card authorizations, and special billing requirements, Overseeing waitlist management and guest communications, Preparing hotel pickup, utilization, and attrition reports.
Develop and communicate hotel and meeting plans for assigned programming, including executive-ready presentations, operational documents, and leadership updates.
Prepare and distribute event communications, planning documents, hotel briefings, run-of-show materials, and post-event recaps for internal and external stakeholders.
Support guest communications and invitation processes by providing timely hotel, meeting, and travel-related information.
Partner with Creative Services to develop and produce event branding and creative assets in accordance with MLS, SUM, and event brand standards.
Collaborate with Partnership Marketing, Consumer Products, Commercial, and other internal departments to support sponsorship fulfillment, hotel partnerships, branding opportunities, and overall event execution.
Support onsite event operations to ensure an exceptional experience for executives, guests, players, staff, partners, and other key stakeholders.
Conduct year-over-year analysis of meeting and hotel operations, evaluate performance metrics, and recommend enhancements to improve future events and operational effectiveness.
Supervise freelance staff, contractors, agencies, interns, and temporary event personnel supporting assigned events and departmental initiatives.
Develop, maintain, and enhance standardized planning tools, templates, operational processes, and departmental resources to improve efficiency, consistency, and scalability across hotel and meeting operations.
Support the day-to-day administrative operations of the Events & Hospitality department, including maintaining planning resources, tracking departmental deliverables, processing invoices and payments, maintaining contract and event documentation, updating internal planning tools, and identifying opportunities to improve operational efficiencies and departmental processes.
Perform other duties and special projects as assigned.