Conference & Event Services Manager
Please apply directly on our website, https://careers.mtholyoke.edu
Position Type: Staff Full-time
Hours per week: 40
Weeks per year: 52
Work Schedule: varies
Department Summary & Job Purpose:
The ES Manager works with clients from initial inquiry through event execution, providing exceptional customer service. This position communicates policies, procedures, menus, pricing, and contract specifications to clients for all events and conferences, relaying event information to appropriate departmental personnel. This position works as a member of the Events Services team to provide superior hospitality through communication and follow-up with staff, clients, and guests to achieve financial, operational, and business goals.
Core Job Duties and Responsibilities:
• Consult, plan, schedule and detail assigned events/conferences, summer conferences and wedding ceremonies to meet client’s expectations and budgets including space requirements, timing, media services, equipment, menus, themes/decorations, and others.
• Prepare and distribute appropriate documentation, service orders, including banquet event orders, contracts, floor plans, and invoices. Manage contracts, deposits, and insurance requirements for meetings/conferences in a timely & accurate manner.
• Coordinate event details with appropriate support departments, conduct client tours as needed, and maintain continuous communication with the Catering Manager and culinary and service staff regarding customer requirements and to ensure that guest expectations are met and exceeded.
• Develop and maintain in depth knowledge of banquet/event procedures, audio visual setup/operation, menus, equipment, products and market competition, and be aware of current lifestyle and food trends.
• Conduct event reviews as needed with departments and organizations to insure a continued high level of service and customer satisfaction.
• Work collaboratively with Event Managers to ensure timely response to the EMS web requests and client event correspondence.
• Work effectively and collaboratively with all levels of staff and management, promoting and participating in a team environment
• Serves as the manager on duty at assigned events and wedding ceremonies or in the absence of the Catering Manager, Senior Event Manager or Directors.
• Assist with the creation and updating of menus, pricing, websites, policies and procedures
• Maintain and manage hotel room blocks in conjunction with the Front Office Supervisor
• Provides the highest levels of customer service
• Attends all internal and external meetings as needed
• Develop and maintain solid working relationships with all service providers and clients
• Develop and maintain a strong working knowledge of accessible event planning
• Other duties and assigned by the Senior Event Manager and Associate Director
• Cover front desk of the Willits-Hallowell Center as need in absence of Front Office Supervisor; check-in and check-out guests, make hotel reservations in RoomMaster
Supervision Exercised: Directly supervise- Student Conference Assistants - (Essential)
Qualifications:
• 2 - 3 years of progressive experience in event planning/food and beverage sales and/or operations in a hospitality environment, preferably in management.
• Proficient in Google and Microsoft Office applications and the ability to learn catering and event management software.
• Excellent written and oral communication and interpersonal skills.
• Previous training and knowledge of executing accessible meetings desirable
• Highly organized and detail orientated.
• Self-starter who can work independently on several projects and tasks simultaneously.
• Flexibility to work extended or irregular hours including nights, weekends and holidays, as needed.
Preferred Qualifications: • Experience working with Delphi or EMS preferred.
License/Certifications: • Serve Safe, TIPS, Allergen and CPR certifications will be required within 60 days
Physical Demands:
•Balancing, carrying, pulling/pushing, repetitive movement, bending, reaching, sitting, twisting and lifting.
• Ability to lift 30 pounds unassisted and able to stoop or stand.
Working Conditions:
Work outdoors for prolonged periods of time during the year.
Background Checks:
Mount Holyoke College is committed to providing a safe and secure environment, supported by qualified
employees that will allow all of its students, faculty, staff and those associated with them to successfully
carry out the mission of the college. As a condition of employment, the College will conduct appropriate
background checks for all new hires. Mount Holyoke has designated the Office of Human Resources as
the office responsible for ensuring that background checks (CORI, SORI, Credit History, & Driver
Credential) are completed and utilized in the hiring process and Five College Office of Compliance and
Risk Management as the office responsible for facilitating background checks as articulated in this policy.
Special Instructions for Applicants:
Apply online by application deadline. Application materials must include 1) a cover letter summarizing
interests and qualifications, 2) a complete resume or curriculum vitae, and 3) contact information for 3
professional references.
Mount Holyoke College is a women’s college that is gender diverse. The College is committed to providing equal access and opportunity in employment and education to all employees and students. In compliance with state and federal law, Mount Holyoke College does not discriminate on the basis of race, ethnicity, color, genetic information, sex, national or ethnic origin, religion, age, physical or mental disability, marital status, sexual orientation, pregnancy, gender identity or expression, ancestry, veteran or military status, or any other legally protected status under federal, state or local law. The College does not discriminate on the basis of gender in the recruitment and admission of students to its graduate program.
Mount Holyoke College is an Equal Opportunity Employer.