Event Manager

If you love saying YES and enjoy engaging with the community by leading with ART, 21c Museum Hotels is one of the pioneering examples of bridging the worlds of art and hospitality.  We combine a multi-venue contemporary art museum, a boutique hotel, and a chef-driven restaurant to create a unique and welcoming opportunity.

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Reports To: Food & Beverage Director

Supervises: Event staff of approximately 20 people

General Purpose: The Event Manager coordinates the overall planning and execution of events that are scheduled in the hotel's event spaces. Working with the Event Sales Manager and Executive Chef, the Event Manager guides clients in planning all aspects of their events, from menu to decor, and guides the Banquets & Catering team in fulfilling and exceeding the client's vision and expectations.

Specific Responsibilities:

• Ensures successful events, exceeding client needs and company profitability guidelines.
• Plans and executes all 21c/in-house events
• Assists Event Sales Manager with incoming customer inquiries and develop relationships with new customers, including
  • menu selection
  • audio visual needs
  • table set up
  • special requests
  • updating of BEOs through Delphi
• Coordinates with Event Sales Manager & Executive Chef to ensure profitable bookings.
• Evaluates each piece of catering business with Event Sales Manager to ensure business can be properly serviced.
• Creates innovative set-ups, menus, and functions for groups.
• Develops strong communication with Executive Chef and Food & Beverage staff team.
• Develops a preferred vendors list and maintains vendor relationships.
• Assists with PR/marketing efforts for new business and 21c/restaurant sponsored events
• Overall Knowledge of product/services
  • Answers questions from clients confidently
  • Sells items and services that we offer and are able to execute successfully
  • Generates creative and innovative menus while working closely with our Chef.

Event management

• Maintains and implements efficient set up & tear down details and processes
• Hands-on management of events
• Interacts with the on-site contact and assist with any requests in a professional and courteous manner
• Monitors server hours/over-time
• Organizes return of any rentals
• Directs Supervisor of Event Captains and B&C team
• Communication

• Maintains a good working relationship with guests, groups, and personnel from other departments.
• Demonstrates clear, concise written and verbal communication skills with team.
• Adheres to deadlines for both clients and internal departments.
• Maintains lines of communication between B&C and restaurant.
• Primary communicator to host stand and Open Table for PDR events

• Provide information about associated hotel and F&B services to guests.

Financial/HR

• Follows accounting and HR processes in regard to revenue reporting and staff relations
• COGS checkbook reconciliation
• Personnel Action Forms up to date on all teammates
• Tracks staff calendar
• Conducts interviews, hires B&C staff, implements training, evaluates staff on regular basis

Administrative

• Update Delphi regarding events, menus, etc.
• Upkeep of all signage, menus, food labels, etc.
• Inform 21c Management Team of daily events and specific needs for events

• Update Event needs in Daylight
• Update posted BEOs restaurant BOH team
• Provide clients with quick and informative responses to all event inquiries
• Lead weekly BEO meetings
• Distribute finalized BEOs each Thursday to restaurant BOH and Host stand
• Inventory B&C supplies and place orders for upcoming week of B&C events (linens, a/v, soda, etc.)
• Create and distribute B&C team schedule
• Review Income Journals for accuracy of covers and categorization
• Review B&C staff timeclock activity for accuracy bi-weekly
• Perform accurate inventory of Banquet Kitchen
• Review General Ledger and reconcile with Checkbook
• Assist Event Sales Manager with B&C Executive Summary
• Develop and lead quarterly B&C team trainings
• Participate in annual budget development for B&C department

Qualifications:

• Requires advanced knowledge of Event Planning. May require considerable working knowledge of other major areas in the hotel and the skill to integrate and communicate that information.
• Competent with Windows-based computers and Microsoft Office and familiar with industry standard software.
• Demonstrated management skills
• Demonstrates enthusiasm for all things 21c.

• Must pass a background check

Physical Requirements:

• Must be able to carry full service tray comfortably.
• Must be able to stand and walk for long periods of time.
• Must be able to lift at least 50 pounds.

Education/Formal Training:

• Four-year college degree preferred

Experience:

• At least four years working in Event Planning

21c Museum Hotels is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, national origin, disability, veteran status, and other legally protected characteristic. The EEO is the Law poster is available here: http://www1.eeoc.gov/employers/poster.cfmn will be kept confidential according to EEO guidelines.