Executive Meeting Manager

JOB SUMMARY

Independently manages assigned guestroom, catering, and banquet business from initial qualification through event completion and post-event follow-up, exercising discretion and independent judgment to negotiate commercial terms, resolve client and financial matters, and serve as the primary liaison among clients, Sales, Revenue Management, Food and Beverage, and hotel operations.

Primary duties consist of performing office or non-manual work directly related to management or general business operations. Work includes the exercise of discretion and independent judgment with respect to matters of significance.

ESSENTIAL JOB FUNCTIONS

• Independently manage a portfolio of assigned group, catering, and event business from initial inquiry through final billing, post-event evaluation, and rebooking.
• Evaluate and qualify prospective business based on client requirements, available inventory, market conditions, revenue potential, operational considerations, and the hotel's sales strategy.
• Determine whether assigned business opportunities support the hotel's revenue and profitability goals; recommend appropriate rates, meeting-room assignments, food and beverage packages, concessions, and alternative dates or solutions.
• Negotiate guestroom rates, catering packages, concessions, event arrangements, and contractual terms within established authority; escalate matters only when they exceed delegated financial or contractual limits.
• Develop customized proposals, contracts, banquet event orders, group resumes, and client communications that accurately reflect negotiated commitments and operational requirements.
• Serve as the primary decision-making contact for assigned clients following the initial sale; advise clients on program design, guestroom needs, food and beverage selections, meeting logistics, and service solutions.
• Exercise independent judgment in evaluating client requests, last-minute changes, competing operational priorities, and potential service issues; develop solutions that balance client satisfaction with hotel efficiency, profitability, and contractual obligations.
• Identify and execute appropriate upselling opportunities, including enhanced food and beverage packages, audiovisual services, upgraded event experiences, and additional guestroom or meeting-space needs.
• Lead weekly banquet event order and group resume meetings with Sales, Food and Beverage, Front Office, Revenue Management, and other operational departments; establish priorities, identify potential challenges, assign follow-up responsibilities, and facilitate decisions necessary for successful program execution.
• Communicate material changes in group requirements and determine their operational or financial impact; negotiate revised arrangements with clients and coordinate approved changes with affected departments.
• Review and finalize assigned groups and events, including guestroom pickup, final billing, contractual commitments, commissions, rebates, and concessions.
• Review and resolve billing disputes and service-recovery matters; approve concessions, refunds, or billing adjustments within delegated authority based on contractual obligations, client relationships, service deficiencies, and financial impact.
• Meet with planners following events to assess performance, address deficiencies, identify corrective actions, and pursue rebooking opportunities.
• Build and maintain strategic relationships with existing, prospective, top-producing, and target accounts through appointments, prospecting calls, correspondence, networking activities, sales blitzes, and site tours.
• Develop account-specific strategies that support customer retention, revenue growth, and future bookings.
• Independently resolve significant client and guest issues arising from the sales or event process, selecting appropriate solutions within established authority and involving senior management when matters present unusual contractual, legal, or financial exposure.
• Establish clear expectations for clients and internal stakeholders regarding contract terms, deadlines, event requirements, operational limitations, and service delivery.
• Analyze client feedback, event performance, booking patterns, and operational results to identify opportunities for improved revenue, efficiency, communication, and customer satisfaction.
• Recommend and implement process improvements and best practices affecting sales administration, event execution, interdepartmental communication, and the overall client experience.
• Maintain accurate account, sales, booking, and activity information in Delphi or other designated systems; use this information to manage priorities, monitor results, and provide meaningful business updates and recommendations.
• Represent the hotel professionally during client meetings, property tours, industry events, employee functions, and guest programs.
• Participate in sales strategy meetings, operational meetings, training programs, and other hotel activities relevant to assigned responsibilities.
• Regular, reliable attendance and punctuality is a key component of this position.
• Maintains a professional appearance in accordance with Company standards; wears the appropriate uniform or attire.
• Maintains open and effective communication with team members and management.
• Attends and participates in team meetings.
• Adheres to established safety and emergency procedures and protocols, this includes Company, federal, and state specific regulations and guidelines.
• Completes all required Company training/compliance courses as assigned.
• Adheres to Company standards and maintains compliance with all policies and procedures.
• Performs other related duties and responsibilities as assigned.

EDUCATION

• Bachelor's degree from an accredited university or equivalent in related field.

EXPERIENCE

• A minimum two (2) years of experience in hotel catering, convention services, or event/meeting sales required.
• No supervisory experience required.

SUPERVISORY RESPONSIBILITIES

This position does not include any direct supervisory responsibilities, but does involve leading cross-functional meetings, coordinating banquet and operational staff during event execution, and influencing operational decisions without formal supervisory authority.

LICENSES & CERTIFICATIONS

• This position does not require licenses or certifications.

SKILLS & ABILITIES

This position requires the capability to understand and follow both oral and written directions, as well as the ability to communicate effectively with others in English and interact successfully with internal and external customers.

• Demonstrated ability to evaluate alternatives and make sound independent decisions involving rates, concessions, client solutions, and matters affecting revenue and customer relationships.
• Ability to assess the revenue, profitability, contractual, and operational impact of potential business and client requests.
• Ability to independently establish priorities and manage multiple complex groups, events, deadlines, and client relationships simultaneously.
• Strong written, verbal, presentation, consultation, and negotiation skills appropriate for corporate clients, meeting planners, and hotel leadership.
• Ability to anticipate challenges, evaluate possible courses of action, and implement solutions that balance client expectations with hotel profitability and operational requirements.
• Ability to lead cross-functional meetings, influence operational decisions, establish accountability, and coordinate stakeholders without requiring direct supervisory authority.
• Working knowledge of hotel property-management, sales, catering, and customer-relationship systems, including Delphi, Opera, or comparable platforms.
• Proficient in time management; the ability to effectively organize and manage multiple priorities.
• Recognizes an emergency situation and takes appropriate action.
• Emotional intelligence and interpersonal skills, with the ability to build strong working relationships with team members at all levels.
• Analytical and problem-solving skills.
• Ability to work scheduled shifts, follow all timekeeping policies, and comply with federal, state, and local labor regulations, including those related to meal and rest breaks
• Performs well with frequent interruptions and/or distractions.
• Understands how to develop and implement business strategies.
• Able to communicate appropriately and effectively with all levels of management and external stakeholders.
• Business acumen, including but not limited to financial management, budgeting, cost control, and revenue optimization.
• Ability to effectively listen, understand, and resolve challenges and concerns from management, team members, and/or customers (internal/external).
• Able to identify and seize revenue-generating opportunities while effectively managing costs and resources.
• Knowledge of key industry trends, best practices, regulations, and the current industry landscape.
• Proven ability to drive revenue growth, optimize costs, and achieve financial targets.
• Proficient in negotiations.
• Proficient in public speaking.
• Basic math skills.
• Proficient in Google Docs/Microsoft Word.
• Proficient in Google Sheets/Microsoft Excel.
• Proficient in Google Slides/Microsoft PowerPoint.
• Proficient in Gmail/Microsoft Outlook.
• Proficient in Cvent, Meeting Broker, The Knot, Knowland, TravelClick and Marriott/Hilton Sales Tools Resources.
• Ability to adjust effectively to evolving work environments and shifting customer (internal/external) requirements.
• Able to maintain a positive and professional working environment.
• Able to work effectively in a culturally diverse environment and support diversity and inclusion within the organization.

TRAVEL REQUIREMENTS

• 10% travel required.

PHYSICAL DEMANDS

• Standing: Particularly for sustained periods of time.
• Walking: Moving about on foot to accomplish tasks. Specifically, for long distances or moving from one work site to another often.
• Talking: Expressing or exchanging ideas by means of the spoken word. Those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.
• Hearing: Perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication and to make the discriminations in sound.
• Hands to Fingers: Picking, pinching, typing, or otherwise working, primarily with fingers rather than with the whole hand as in handling.
• Repetitive Motion: Substantial movements (motions) of the wrists, hands, and/or fingers.
• Close Vision: Clear vision at 20 inches or less. Required to perform an activity such as preparing and analyzing data, transcribing, viewing a computer terminal, extensive reading or visual inspections.
• Focus Ability: Ability to adjust the eye to bring an object into sharp focus.
• Sedentary Work: Work that involves primarily sitting, with occasional walking or standing for brief periods. Tasks may require handling small objects or operating standard office equipment. Typically requires the ability to lift or move up to 10 pounds occasionally.

WORK ENVIRONMENT

• None: No exposure to adverse environmental conditions (typical office/administrative setting).

DISCLAIMER

This job description provides a general overview of the work performed, including the typical responsibilities and level of duties associated with this position. It should not be construed as an exhaustive list of tasks or obligations for any individual team member. This description does not alter the employment relationship between the Company and its team members.

The Essential Job Functions, Physical Requirements, and Work Environment characteristics outlined are intended to reflect the requirements needed to perform the essential functions of this role effectively. Management retains the authority to modify, adjust, or revoke job duties and responsibilities as needed, and to make reasonable accommodations to enable qualified team members to fulfill the essential functions of their roles.

The Company is an Equal Employment Opportunity (EEO) employer and is committed to providing a work environment free from discrimination and harassment. All employment decisions are made based on merit, qualifications, and business needs without regard to race, color, religion, sex, national origin, age, disability, sexual orientation, gender identity, or any other protected status/characteristic in accordance with applicable federal, state, and local laws.