Manager, Executive Meetings

Summary Statement 

The Catering & Conference Manager, Executive Meetings, is responsible for planning, detailing, and servicing assigned group business, conference programs, catering events, and banquet-supported functions from the point of sales turnover through final billing and post-conference follow-up. 

This role serves as the primary planning contact for clients and meeting planners, translating contractual commitments, guest profile, program agenda, food and beverage requirements, logistical needs, and operational expectations into polished, accurate, and executable event documentation. 

The position requires a polished, proactive, highly organized, and guest-focused hospitality professional with strong knowledge of luxury resort operations, conference services, banquet operations, menu planning, event logistics, room block management, billing, and cross-functional communication. 

The Catering & Conference Manager, Executive Meetings, partners closely with Sales, Banquets, Culinary, Stewarding, Group Operations, Hotel Operations, Revenue Management, AV, Security, Facilities, IT, Front Services, Housekeeping, and other internal departments to ensure seamless planning, operational readiness, client satisfaction, revenue optimization, and a luxury guest experience. 

Primary Job Duties 

Includes but is not limited to: 

• Assume ownership of assigned group business upon turnover from Sales, ensuring contract terms, concessions, food and beverage minimums, room block commitments, billing instructions, special requirements, and planning expectations are clearly understood and documented. 

• Serve as the primary planning liaison between clients, meeting planners, destination management companies, third-party vendors, affiliates, and internal resort departments throughout the planning cycle and on-site execution. 

• Review contracts and turnover information for critical details, including room block cutoffs, attrition, concessions, cancellation terms, rates, deposits, payment schedules, billing arrangements, master account instructions, and special client commitments. 

• Prepare and maintain accurate group resumes, Banquet Event Orders, menus, diagrams, estimates, change logs, billing instructions, affiliate event information, VIP details, amenity requests, and related program documentation. 

• Plan, detail, and service meetings, general sessions, breakouts, receptions, meal functions, hospitality suites, VIP experiences, affiliate events, special events, outdoor events, and other banquet-supported program elements for assigned groups. 

• Partner with clients and internal teams to develop menus, service formats, room layouts, agenda flow, staffing needs, signage, audiovisual requirements, power and internet needs, transportation details, security requests, loading dock access, and other logistical components. 

• Coordinate with Banquets, Culinary, Stewarding, AV, Facilities, Security, IT, Front Services, Housekeeping, EVS, Group Operations, Group Dining, Property Events, and other departments to ensure all event details are operationally sound and clearly communicated. 

• Monitor assigned group room blocks in partnership with Sales, Reservations, Revenue Management, and clients to optimize pickup, minimize attrition exposure, support forecast accuracy, and protect hotel revenue. 

• Accurately forecast group rooms, catering revenue, banquet revenue, affiliate revenue, and related program activity in Delphi, Opera, and other applicable systems. 

• Lead planning calls, site inspections, planning visits, tastings, resume reviews, pre-conference meetings, internal reviews, and post-conference follow-up meetings as required. 

• Conduct thorough BEO, resume, menu, diagram, and billing reviews to ensure documentation is accurate, complete, timely, polished, and aligned with department standards before distribution. 

• Manage event guarantees, menu deadlines, revision timelines, distribution timelines, deposit requirements, credit applications, billing approvals, and other critical planning milestones within established department and resort standards. 

• Support food and beverage revenue growth by recommending menu enhancements, beverage upgrades, service enhancements, rental opportunities, space optimization strategies, and operationally appropriate upsell opportunities within assigned programs. 

• Manage client requests, program changes, special dietary needs, VIP preferences, accessibility needs, custom menu requests, vendor requirements, and operational exceptions with professionalism, urgency, and sound judgment. 

• Attend assigned events, walk function space, support on-site execution, troubleshoot operational concerns, communicate changes to affected departments, and provide timely service recovery when needed. 

• Maintain strong client relationships through proactive communication, detailed follow-up, polished documentation, anticipation of needs, and consistent service excellence that supports client loyalty and repeat business. 

• Partner with Sales and department leadership to support repeat business, rebooking conversations, client retention, forecast accuracy, revenue strategy, and operational feedback after each program. 

• Ensure all billing, deposits, credit applications, banquet checks, concessions, master account instructions, and post-event charges are completed accurately and within required time frames. 

• Support department leadership with training, process improvement, SOP development, menu updates, service standards, special projects, operational initiatives, and department-wide communication as requested. 

• Promote a collaborative work environment that supports teamwork, communication, recognition, mutual respect, accountability, and employee satisfaction. 

• Use personal device/cellular phone for job-related operational tasks, communication, review of company documents, and other business needs as required. 

• Obtain and maintain position-specific licensing. 

• Perform other job-related duties as requested. 

Qualifications: Includes but is not limited to: 

• Strong understanding of conference services, catering operations, banquet operations, luxury resort standards, meeting planning, group logistics, event execution, and five-star hospitality expectations. 

• Strong knowledge of group contracts, room blocks, attrition, concessions, food and beverage minimums, guarantees, deposits, billing procedures, master accounts, and post-event reconciliation. 

• Proven ability to plan, detail, and service complex group programs with accuracy, urgency, professionalism, flexibility, and a guest-focused approach. 

• Excellent written and verbal communication skills with polished presence, professional demeanor, and executive-level communication appropriate for clients, senior leaders, VIPs, and internal stakeholders. 

• Strong menu planning, banquet service, event flow, space utilization, diagram review, audiovisual coordination, and operational logistics knowledge. 

• Highly organized and detail-oriented, with the ability to manage multiple groups, deadlines, priorities, revisions, client requests, and internal partner expectations simultaneously. 

• Strong financial acumen with the ability to forecast revenue, review banquet checks, understand billing details, identify revenue opportunities, and support profitability goals. 

• Ability to read, interpret, and execute sales contracts, event specifications, diagrams, resumes, BEOs, rooming details, billing instructions, and operational documents. 

• Strong relationship-building, problem-solving, decision-making, and service recovery skills with the ability to anticipate needs, resolve concerns, and maintain long-term partnerships. 

• Ability to lead internal planning conversations, pre-conference meetings, resume reviews, BEO reviews, and on-site communication with confidence and accountability. 

• Ability to mentor, guide, and support coordinators, conference concierge partners, and operational team members as business needs require. 

• Working knowledge of Microsoft applications. 

• Working knowledge of Delphi, Opera, Social Tables, Cvent, or related hospitality systems preferred. 

• Ability to work varied shifts, including evenings, weekends, and holidays as business needs require. 

• Ability to effectively communicate in English. 

• Ability to obtain and maintain full knowledge and understanding of company and department rules, regulations, policies, and procedures. 

Minimum Education and Experience 

• Minimum of two years of experience in catering, conference services, convention services, event planning, hotel operations, banquet operations, or a related hospitality role. 

• High School Diploma or equivalent. 

• Must be at least 21 years of age. 

Preferred 

• Previous experience working in a large, luxury resort, convention hotel, integrated resort, or high-volume hospitality environment. 

• Previous experience managing complex group programs, citywide groups, VIP programs, executive meetings, multi-day conferences, or high-volume banquet events. 

• Bachelor's degree in hospitality, business, event management, communications, or related field. 

• CMP, Certified Meeting Professional, and CPCE, Certified Professional in Catering & Events, designations preferred. 

• Experience with Delphi, Opera, Social Tables, Cvent, or related hospitality systems. 

Certificates, Licenses, Regulations 

• Proof of eligibility to work in the United States. 

• Position required licenses.