Position Detail - Event Manager

Position Type: Staff Full-time

Hours per week: 40   

Weeks per year: 52

Work Schedule: Varies 

Department Summary & Job Purpose:

The Event Services (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 clients’ expectations and budgets including space requirements, timing, media services, equipment, menus, themes/decorations, and others.
• Prepare and distribute appropriate documentation, and 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, audiovisual 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 assigned by the Senior Event Manager and Associate Director
• Cover the front desk of the Willits-Hallowell Center as needed in absence of the Front Office Supervisor; check-in and check-out guests, make hotel reservations in RoomMaster Supervision Exercised: Directly supervise- Student Conference Assistants 

Qualifications: 

• 2 to 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 are 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

Compliance Requirements: 

Physical Demands: 

•Balancing, carrying, pulling/pushing, repetitive movement, bending, reaching, sitting, twisting and lifting.

• Ability to lift 30 pounds unassisted, able to stoop or stand, and work outdoors for prolonged periods of time.

Working Conditions:   

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; application materials must include:

1. A cover letter summarizing interests and qualifications
2. A complete resume or curriculum vitae
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.