Meeting & Events Manager

Highgate Hotels • New York, NY

4d

About The Position

The Meeting & Events Manager plans, coordinates, and executes the Harmonie Club’s member programming, social events, family activities, and special experiences. The role oversees event management from initial planning and budgeting through execution and post-event reconciliation, ensuring events meet the Club’s luxury hospitality standards and member expectations. Working with Club leadership, programming committees, and internal departments, the manager helps create engaging member experiences and maintain exceptional service.

Requirements

• Previous experience in event management, member programming, or hospitality.
• Strong understanding of luxury service standards, event logistics, and VIP member expectations.
• Experience with food and beverage operations, catering, vendor management, and event budgeting.
• Exceptional organizational skills, attention to detail, and ability to manage multiple priorities.
• Excellent written and verbal communication skills and a professional, service-oriented approach.
• Strong interpersonal skills and ability to build relationships with members, colleagues, and external partners.
• Proficiency in Microsoft Office.
• Creative, proactive, and resourceful approach to developing member experiences.
• Ability to exercise discretion, sound judgment, and professionalism in a fast-paced environment.
• Flexibility to work evenings, weekends, and holidays as required by the Club’s event calendar.

Nice To Haves

• Experience in a private club, luxury hotel, or high-end hospitality environment.
• Experience with Club Essentials, Reserve, or comparable event management software.

Responsibilities

• Lead coordination of member programming, including social, cultural, educational, family, card, and recurring Club events.
• Coordinate programming committee meetings, gather suggestions, develop initiatives, and execute the Club’s event calendar.
• Review member event requests and assess programming opportunities based on member interests, attendance, and financial considerations.
• Build relationships with cultural institutions, entertainment venues, instructors, and other partners to create member experiences.
• Conduct periodic member surveys to assess programming interests and satisfaction.
• Oversee event planning, including scheduling, budgeting, pricing, menus, entertainment, décor, and vendor coordination.
• Review historical attendance, expenses, and feedback to guide future event planning.
• Coordinate event dates with the Club calendar, accounting for holidays, school schedules, and private functions.
• Collaborate with the Executive Chef and Food & Beverage team on menus, service arrangements, and event requirements.
• Source and negotiate with vendors, entertainers, guest speakers, and instructors within established budgets and approval procedures.
• Coordinate with Marketing to ensure event descriptions, registration details, pricing, and promotional materials are accurate and submitted on time.
• Manage event registrations, capacity limits, guest policies, and cancellation deadlines.
• Prepare, update, and distribute Banquet Event Orders, floor plans, and event timelines to relevant departments.
• Maintain event records in Club Essentials, Reserve, and other management systems.
• Coordinate with Culinary, Food & Beverage, Banquets, Membership, and Marketing to support seamless event execution.
• Conduct pre-event inspections of room setups, staffing, equipment, catering, and logistics.
• Oversee day-of-event operations, including vendor coordination, member check-in, event flow, and special requests.
• Maintain a visible presence at events, provide exceptional service, and promptly address issues.
• Coordinate event photography and post-event materials with Marketing when relevant.
• Serve as a primary contact for member event inquiries, registrations, and special requests.
• Build relationships with members, encourage participation, and provide personalized service to members and VIP guests.
• Respond professionally and promptly to member calls, emails, and requests.
• Assist with Club tours for prospective members and support membership engagement initiatives.
• Collaborate with the Membership team to enhance the member experience.
• Develop and monitor event budgets, pricing, expenses, and projected revenues with Club leadership.
• Track attendance and registration trends to evaluate event performance and profitability.
• Coordinate vendor invoices, payments, and event expenses with Accounting.
• Ensure accurate attendance records, event closeouts, and timely member billing through Club Essentials.
• Maintain organized vendor records, pricing information, and historical event data.
• Evaluate event results and member feedback to identify improvement opportunities.
• Maintain effective interdepartmental communication and support additional Membership and Events initiatives as needed.

Benefits

• Medical insurance
• Dental insurance
• Vision insurance
• Life insurance
• Short-term and long-term disability insurance
• 401(k) retirement plan with employer matching contributions
• Paid holidays
• Paid vacation
• Paid sick leave in accordance with applicable law
• Employee assistance program
• Educational opportunities and tuition reimbursement
• Paid jury duty leave, personal leave, medical leave, and military leave in accordance with applicable law

What This Job Offers

• Job Type: Full-time
• Career Level: Manager
• Education Level: No Education Listed