Director of Event Planning

Job Description

Job Description

Description:

Title : Director of Event Planning

Property : The Westin Michigan Avenue

Reports to :  General Manager 

JOB SUMMARY

Manages event planning functions and staff on a daily basis. Core area of responsibility is the event planning team, including the Senior Event Managers, Event Managers, Group Housing Coordinators and Event Coordinator. Position oversees the administrative processes associated with the pre-event and post-event phases of an event and the associated transitions between all event phases. Ensures a seamless turnover from sales to operations and back to sales while consistently delivering a high level of service. Ensures the team maximizes revenue opportunities by up-selling and accurately forecasting (catering and group rooms) all events. The position is responsible for achieving guest and employee satisfaction and for managing the financial performance of the department.

Education and Experience

• High school diploma or GED; 4 years experience in the event management, food and beverage, sales and marketing, or related professional area.

OR

• 2-year degree from an accredited university in Hotel and Restaurant Management, Hospitality, Business Administration, or related major; 2 years' experience in the event management, food and beverage, sales and marketing, or related professional area.

CORE WORK ACTIVITIES

Managing Event Planning Operations

• Review assignments of all events turned over to Event Planning team.

• Oversees for turned opportunities’ function space and group room blocks.

• Communicates and executes departmental and property emergency procedures and ensures staff are trained in safety procedures.

• Leads execution of activities to support the Event Management strategy.

• Works with direct reports to review scheduled events and troubleshoot potential challenges/conflicts.

• Leads discussions to review event complexity and proactively avoid service challenges and failures.

• Ensures the property is apprised of all groups that will impact property operations.

• Manages customer budgets to maximize revenue and meet customer needs.

• Maintains inventories to maximize customer satisfaction and revenue opportunities.

• Works with highly complex or high profile groups when financial impact will be significant.

Leading Event Planning Team

• Leads the catering menu development process.

• Champions all standards, policies and procedures for the Event Planning team.

• Leads Event Management meetings.

Providing and Ensuring Exceptional Customer Service

• Reviews comment cards, guest satisfaction results and other data to identify areas of improvement.

• Shares plans with property leadership and ensures corrective action is taken to continuously improve guest satisfaction.

• Displays leadership in guest hospitality, exemplifies excellent customer service and creates a positive atmosphere for guest relations.

• Interacts with guests to obtain feedback on product quality and service levels.

• Responds to and handles guest problems and complaints.

• Strives to improve service performance.

• Empowers employees to provide excellent customer service.

Managing the Sales and Marketing Strategy

• Develops working relationships with outside vendors and establishes prices and service agreements to enhance the event experience and to increase additional revenue opportunities for the property.

• Consult with customers in order to determine objectives and requirements for events such as meetings, conferences, and conventions.

Conducting Human Resources Activities

• Establishes customer service guidelines so employees understand expectations and parameters.

• Ensures employees receive on-going training to understand guest expectations.

• Observes service behaviors of employees and provides feedback to individuals and or managers.

• Reviews staffing levels to ensure that guest service and planning needs are met.

In accordance with Illinois law, the anticipated pay range for this position is:

$95,000 - $110,000 per year

The final offer will be based on factors including, but not limited to, relevant experience, skills, education, internal equity, and market conditions.

Eligible team members may have access to a comprehensive benefits package, which may include:

· Medical, dental, and vision insurance

· Paid time off (vacation, sick time, holidays)

· Six paid company holidays and one floating holiday 

· 401(k) with company match (up to 4%)

· Life and disability insurance

· Employee assistance programs

· Employee discounts (hotel and travel discounts)

Eligibility for benefits may vary based on position, employment status, and tenure.

Additional Compensation

This role may be eligible for additional compensation, including:

· Bonus or incentive programs

· Commissions (if applicable)

Details will be provided during the interview process.

We are an Equal Opportunity Employer and are committed to creating an inclusive environment for all employees.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, disability, protected veteran status, or any other characteristic protected by applicable federal, state, or local laws

AVAILABILITY

This company operates seven days a week, 24 hours a day. Generally, the position works Monday through Friday with hours varied based on business demand. At times it may be necessary to move you from your accustomed work day, to include Saturdays and Sundays, or time of work if business or task assignments demand. In addition, it should be understood that business needs determines the amount of hours that you work.