Executive Hospitality Manager

Job Title: Executive Hospitality Manager

Work Location: Nashville, TN

Duration: Long-term contract with option to hire

Hours: Monday-Friday 8am-5pm

Education/Experience Required: High school or equivalent

Job Description & Responsibilities :

• An Executive Hospitality Specialist serves as the primary hospitality and client experience ambassador within a busy legal office, acting as both the face of the client and an extension of the law firm's brand.
• A typical day begins with inspecting conference rooms and client-facing areas for cleanliness, readiness, and proper setup; coordinating breakfast and lunch catering orders; and reviewing the day's meeting and event schedule. Throughout the day, they oversee and direct a small hospitality team, delegating responsibilities such as conference room setup and breakdown, food service setup, cleaning, stocking supplies, and room resets to ensure all spaces remain client-ready.
• They greet vendors and guests, manage catering deliveries, support attorneys and clients during meetings, conduct quality and readiness checks, and respond quickly to last-minute requests or schedule changes.
• They also meets regularly with Ricoh Site Leader and the firm's hospitality key contacts to coordinate upcoming events, VIP visits, and special projects while ensuring every detail is executed flawlessly.
• Success in the role requires strong leadership, hospitality expertise, attention to detail, and the ability to balance multiple priorities while delivering a seamless, high-touch experience for attorneys, clients, and visitors.
• They should be able to demonstrate the ability to think strategically, thrive in a fast-paced, service-oriented environment, have strong food service and hospitality experience, excel at building relationships, and take pride in creating exceptional experiences.
• Someone who notices the small details that others miss and can balance hospitality, operations, and customer service simultaneously.
• Should we identify the right fit through Agile 1, they would work through the required hours and then be brought on permanent.
• Parking is provided.

Client Focused Hospitality & Concierge Services

• Anticipate and fulfill executive clients' needs, including personal requests for travel arrangements, transportation, hotel accommodations, dining, shopping, and package handling.
• Provide a high level of concierge services to ensure the comfort and satisfaction of both clients and guests.
• Coordinate seamless event execution for meetings, banquets, VIP parties, and company functions.
• Maintain a discreet, professional, and service-first attitude when interacting with clients and guests

Event & Meeting Coordination

• Manage event coordination from start to finish, including conference room setups and breakdowns per detailed client specifications
• Oversee food and beverage service, ensuring all requirements are met with precision and quality
• Setup and breakdown of all conference room furniture (tables, chairs, podiums) and any equipment needed (flip charts, whiteboards, audiovisuals, etc)
• Provide service for catered events, including managing food and beverage service throughout meetings and events
• Ensure cleanliness and orderliness in meeting rooms, break areas, kitchens and pantries.

Operational Excellence & Attention to Detail

• Maintain a well-organized and fully stocked inventory of food, beverages and office supplies to meet the needs of clients
• Supervise kitchen cleanliness and equipment maintenance, including coffee machines, refrigerators and dishwashers.
• Performa regular conference room "sweeps” to ensure rooms are tidy and fully equipped before, during and after events
• Handle incoming and outgoing mail, packages and deliveries with a care and efficiency

Team Collaboration

• Work closely with the Site Manager or Assistant Site Manager to ensure the smooth operation of all functions and events
• Collaborate with internal teams to ensure event requests are communicated accurately and executed on time
• Maintain proactive communication with clients to ensure their evolving needs are met

Additional Support Duties

• Handle general clerical, reception and administrative support as required (e.g., distributing office supplies, email and mail)
• Ensure cleanliness and maintenance of office areas, including trash removal, dusting and light housekeeping duties in kitchens and meeting areas

Skills & Qualifications :

• Minimum of five years of experience in high-end hospitality, whether in conference management, conventions, or fine dining restaurant service
• Strong understanding of food and beverage service, including knowledge of event setups and hygiene practices
• Demonstrated ability to provide executive-level concierge services, managing a variety of personal and professional requests
• Strong attention to detail and ability to anticipate client needs
• Professional demeanor with the ability to manage high-level clients in a luxury, dynamic environment
• Excellent communication and interpersonal skills with the ability to collaboratively with internal teams and clients
• Flexibility to adapt to changing priorities and client needs
• Ability maintain confidentiality and discretion at all times
• Dress Code: Smart business casual.
• Driving: Not while they are contingent, but some driving will be required once they are permanent. So, a driver's license is required

Preferred Skills:

• Previous experience working in a corporate office or similar professional setting
• Familiarity with event management software or calendar systems
• Multilingual skills a plus