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, boutique hotel and a chef driven restaurant to create a unique and welcoming opportunity.

Come join our Flock!

he 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 décor, and leads the Banquets & Catering team in fulfilling and exceeding the client’s vision and expectations.

Specific Responsibilities:

• Ownership of all events, from planning to execution with guidance and oversight from Director of Food & Beverage.
• Work directly with clients to plan all details of their event, including but not limited to: menus, set-ups and floorplans, AV needs, timelines, etc.
• Creates innovative set-ups, menus, and functions for groups.
• Ensures successful events, exceeding client needs and company profitability guidelines.
• Plans and executes all 21c/in-house events and assists in off-site events as needed.
• 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
• 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.
• Assists Event Sales Manager with incoming client inquiries and develop relationships with new clients, including:
  • menu selection
  • audio visual needs
  • event space set up
  • logistics and timelines
  • special requests
• Develops strong communication with Executive Chef and Food & Beverage team.
• Develops a preferred vendors list and maintains vendor relationships.

• Other duties as assigned by your supervisor or manager.

Event Management

• Hands-on management of events to ensure success, including but not limited to: setting up tables, running food, making drinks, running AV equipment, etc.
• Works with the on-site contact and assist with any requests in a professional and courteous manner
• Maintains and implements efficient set up & tear down details and processes.
• Upholds & Improves 21c Service Standards
• Monitors server hours/over-time
• Organizes return of any rental equipment
• Lead & Manage Event Captains and Event servers & bartenders

Communication

• Maintains a good working relationship with guests, groups, as well as leaders and teammates 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.

• Expert & Cheerleader for all things 21c. Can easily talk with guests about hotel, restaurant, museum and events.

Financial/HR

• Follows accounting processes in regard to revenue reporting, ensures all events are reported and accounted for correctly
• Review Daily Revenue Report for accuracy of covers, revenue and categorization
• Expenses controlled to budget and reconciled correctly according to accounting procedures
• Review General Ledger and reconcile with Checkbook
• Conducts interviews, hires B&C team, implements training, evaluates team on regular basis
• Tracks team calendar & write schedule for Event team
• All HR (People + Culture) processes followed for team including:
  • Personnel Action Forms up to date on all teammates
  • Review Event team time clock activity for accuracy weekly
  • Review Cycle maintained for all Event Teammates (30-Day & 90-Day for new hires, mid-year and annual reviews for all)

Administrative

• Maintain & 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 posted BEOs for internal teams
• Provide clients with quick and informative responses to all event inquiries
• Lead weekly BEO meetings
• Distribute finalized BEOs each Thursday to BOH Teams and all “boards”
• Inventory B&C supplies and place orders for upcoming week of B&C events (linens, a/v, soda, etc.)
• Perform accurate inventory of China/Glass/Silver/Serveware and work with F&B Director to order as needed
• Assist with B&C Executive Summary
• Develop and lead quarterly Event team trainings

• 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, 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 stand and walk for long periods.

• Must be able to carry full service tray comfortably.

•     Must be able to lift at least 30 pounds.

Education/Formal Training:

• Four-year college degree preferred

Experience:

• At least two years working in Event Planning/Management

 Must be committed to outstanding guest service/hospitality, have a passion for and deep knowledge of food and beverage and committed to carrying our YES culture. Very thorough, task oriented, creative person who can drive long-term strategic planning. Adept at inspiring and collaborating with other leaders (both internal and external) from afar with strong communication skills - verbally, written and visual. Brings a creative voice to the food & beverage teams. Should be charismatic, confident, and have the ability to motivate through example. Must enjoy making all guests happy, internal and external.