Event Manager at Charlestowne Hotels – Midland, Michigan

EVENT MANAGER JOB DESCRIPTION

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PRIMARY OBJECTIVES

The Event Manager at the H Hotel has two primary responsibilities

1. Booking & detailing customer meetings and events
2. Exclusive contact for booking and planning owners meetings and events

CUSTOMER FOCUS

An Event Manager is a liaison between the hotel and client. Key focus is seamlessly translating customer vision into the high standards of The H Hotel. They combine a proactive, "guest-first" mindset by anticipating needs before they are voiced and maintaining a calm presence during high-pressure moments. They build a foundation of absolute trust and reliability. The ultimate focus is on delivering a flawless, personalized experience that exceeds expectations and fosters long-term loyalty.

ESSENTIAL RESPONSIBILITIES

• Discuss all event details, food, beverage, set-up, audiovisual, agendas and create corresponding diagrams.
• Take inquiry calls, qualify calls to be given to the appropriate sales manager.
• Participate in sales blitz, prospecting and follow-up calls to clients and potential clients.
• Create proposals and contract for the market segment assigned.
• Create detailed banquet event orders that include the groups agendas. Communicate this information clearly and through respective hotel department heads during banquet event order meeting or preconference meetings.
• Coordinate with outside vendors, florists, decorators, entertainment and ensure they adhere to hotel policies.
• Lead tours for potential clients, showcasing the meeting space, guest rooms, on-site restaurants and amenities.
• Maintain relationships with repeat clients to secure future bookings.
• Maximize revenue by upselling food and beverage, audiovisual, etc.
• Manage billing by collecting deposits and ensure all final invoices are accurate and paid.
• Coordinate room blocks, check in procedures for large groups and VIP amenities.
• Create comprehensive group resumes outlining all the pertinent information.
• Participate in networking events when needed.
• Reporting as assigned by The Director of Sales.

STRATEGIC SKILLS

• Subject matter expertise. Demonstrates deep technical knowledge and a comprehensive command of event management best practices.
• Intellectually curious professional dedicated to active learning and staying ahead of industry trends
• Leverages natural intuition and is a problem solver. Considers multiple resources and methods for analyzing problems.

OPERATING SKILLS

Effective in prioritizing work; consistently manages time and processes to create maximum efficiency with minimum disruption or redundancy. Time sensitive, understands how work and processes fit in with other departmental or business priorities and objectives.

INITIATIVE

Think and act independently with confidence. Has personal fortitude and integrity when faced with challenges.

ENERGY AND DRIVE

Energetic and takes initiative. Is pro-active and persistent in pursuing and completing tasks. Strives to exceed expectations and goals.

PERSONAL AND INTERPERSONAL SKILLS

Combines a warm, approachable demeanor with acute social awareness to build immediate rapport and long-term trust. Expertly tailors messaging and delivery styles to suit diverse audiences, ensuring clarity and alignment across all organizational levels. Known for a "right-time, right-message" approach; balances directness with tact to navigate sensitive negotiations or high-pressure situations. Naturally adept at engaging individuals from varied cultural and professional backgrounds, fostering an inclusive environment for all guests and partners. Actively cultivates a culture of continuous improvement by providing constructive insights and integrating feedback with a growth mindset.

KNOWLEDGE/SKILLS

• High School Diploma or equivalent required.
• College Degree Preferred.
• Minimum of two years hotel sales/catering/planning experience.
• Knowledge of the operations of the hotel industry.
• Dynamic, enthusiastic, creative leader who thrives under pressure and is able to perform multiple functions and troubleshoot when is needed.
• Command of the English Language both written and verbal, with the ability to demonstrate warmth and empathy when engaging with others.
• Requires knowledge of intermediate sales techniques.
• Highly developed customer service skills with strong attention to detail.
• Proficient computer skills including but not limited to Microsoft Word, Power Point, Excel, and Outlook. Amadeus and or Opera Cloud experience preferred.
• A flexible work schedule that includes nights, weekends and holidays is required for this position.

The duties listed above are representative of the position's requirements but are not exhaustive. The H Hotel reserves the right to modify responsibilities or assign additional duties to meet shifting operational demands and organizational goals.