Part-Time Executive Meeting Specialist

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The Executive Meeting Specialist serves as the primary
coordinator for small to lower mid-scale meetings and events, ensuring seamless
planning and execution from initial handoff through event completion. Housed
in Event Operations but working hand in hand with the Event Sales
and Event Services teams, this role partners closely
with clients and hotel departments to execute successful events while providing
operational support to the Event Operations team.

The Executive Meeting
Specialist is responsible for planning and coordinating conferences, business
meetings, social events, weddings, charity functions, and other hotel events
of small to moderate complexity.

This position helps alleviate operational workload during peak business periods
while ensuring exceptional service standards and memorable guest
experiences.

Event Coordination &
Execution

• Coordinate all aspects of assigned meetings
  and events from turnover through successful execution.
• Partner closely
  with Event Sales (Conference Sales) and Event Services (Conference Services)
  to ensure a seamless transition from event contracting through event
  execution.
• Serve as a point of contact for clients throughout event
  execution stage.
• Coordinate with in-house and third-party Audio Visual
  providers to ensure all equipment, technology, and presentation needs
  are executed successfully.
• Collaborate with Event Sales & Services,
  Culinary, Stewarding, Engineering, Security, and other hotel departments
  to ensure seamless event execution.
• Coordinate with outside vendors,
  including florists, decorators, entertainers, rental companies, transportation
  providers, and specialty service partners.
• Execute Banquet Event Orders
  (BEOs)
• Monitor event timelines, communicate changes, and ensure all
  operational deadlines are met.
• Conduct pre-event meetings as necessary
  to review event details and operational expectations.
• Provide onsite
  event support to ensure all event details are executed according to client
  expectations.
• Respond promptly to guest and client requests while
  resolving operational issues with professionalism and urgency.
• Conduct
  post-event follow-up and communicate feedback for continuous
  improvement.

Administrative & Department
Support

• Provide administrative support to the Banquet
  Management team to ensure the efficient operation of
  the department.
• Assist with banquet colleague scheduling, maintaining
  staffing schedules, and communicating schedule updates.
• Maintain
  departmental filing systems, event records, reports, and operational
  documentation.
• Prepare and distribute daily event reports, staffing
  schedules, event resumes, function sheets, and departmental
  communications.
• Coordinate communication between Banquet Operations
  and internal departments to ensure accurate execution of event
  details.
• Assist with departmental reporting, billing documentation,
  invoices, office supply inventory, and administrative
  projects.
• Coordinate departmental meetings, prepare meeting agendas,
  record meeting minutes, and follow up on action items.
• Answer
  departmental phone calls, respond to emails, manage calendars, and assist
  with general office operations.
• Assist with onboarding, training
  coordination, and maintaining departmental training records.
• Support
  Banquet Managers during periods of high business volume by assuming
  responsibility for smaller events and administrative functions.
• Support
  annual hotel events, holiday programming, and other special event
  initiatives.
• Perform other duties as assigned.

The hourly
start rate is USD $30.00

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