Executive Meeting Specialist

Job Description

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 Salesand Event Servicesteams, 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

Qualifications

• Minimum of 2–4 years of experience in hotel event planning, conference services, banquet operations, or a related hospitality environment preferred.
• Experience coordinating meetings, conferences, weddings, social events, or banquet functions.
• Knowledge of banquet operations, food and beverage service, and event execution.
• Strong organizational and time management skills with the ability to manage multiple projects and competing priorities.
• Exceptional written, verbal, and interpersonal communication skills.
• Demonstrated ability to build positive relationships with clients, colleagues, vendors, and hotel leadership.
• Experience preparing Banquet Event Orders (BEOs), Event Resumes, event diagrams, and planning documentation preferred.
• Proficiency with Microsoft Office Suite.
• Experience with hospitality management systems preferred.
• Knowledge of  scheduling, and departmental administrative functions is highly desirable.
• Ability to maintain confidentiality and exercise sound judgment in handling sensitive information.
• Strong problem-solving skills with the ability to remain calm and adaptable in a fast-paced environment.
• Exceptional attention to detail and commitment to delivering luxury guest service.
• Ability to work a flexible schedule, including evenings, weekends, and holidays, based on business demands.
• Familiarity with a union environment is considered an asset.

Additional Information

All your information will be kept confidential according to EEO guidelines.