This position will be responsible for managing and executing quality events, including client and partner liaison.
· Enter all leads into Tripleseat and create a booking or “soft hold”. If date is unavailable, provide alternative dates or venue for member
· Private events duties, including but not limited to booking events, creating contracts, BEO’s, sending proposals, catering and other as required.
· Maintain, update and track event changes in Tripleseat
· Tasked with scheduling & payroll duties as required
· Perform sales site visits with clients, including pre-event walk throughs.
· Make introduction to Head of Private Events depending on site and overall scope of the event should it exceed the capacity of a single space and require a buyout.
· Update internal meetings, including catering and setup in calendar in Event Booking System.
· Generate weekly report of upcoming private events and their statuses to send out to Operations teams and Head of Private Events
· Work closely with the Member Events team to ensure that spaces are not double booked, or event times do not overlap
· Coordinate with other departments to communicate event needs (for example, maintenance, AV, housekeeping, etc.)
· Work closely with third party vendors and schedule as needed and obtain approval in writing from Head of Private Events before confirming any order that creates a financial obligation for the company
· Organize, store and update event contracts, receipts and any other pertinent event documentation
· Email receipts to clients after events and address any questions and/or concerns promptly.
· Maintain positive attentiveness to service, responding positively to guests needs and ensuring timely resolution to issues
· To ensure client confidentiality is maintained always.
· Manage schedule to be at the appropriate property as per schedule.
· Performs other duties as assigned by Head of Private Events.
Experience Required
· Working knowledge of Outlook, Excel, Word, InDesign, Adobe software.
· Must have flexible schedule including days shifts, evening shift, holidays, and weekends.
· Ability to multitask and work in a fast-paced environment.
· Ability to understand and follow written and verbal instructions.
· A sophisticated communicator with high standards of performance together with excellent communication, problem solving and listening skills
· Ability to multitask and work in a fast-paced environment.
