ASSISTANT DIRECTOR OF CONFERENCE SERVICES

Job Summary

The Assistant Director of Conference Services will provide direct support to the Meeting & Events Planning Managers, ensuring the seamless planning and coordination of meetings, conferences and other events. The individual will support the Director of Conference Services with new initiatives, processes and procedures, providing feedback and assisting with successful implementation.

Key Responsibilities:

Team Management and Leadership (30%): Actively support direct reports and other reporting staff. Communicate clearly with all staff and keep them informed of matters which pertain to their jobs; host regular team meetings to review upcoming business. Conduct 1:1 check-ins with each team member to evaluate performance and share and receive feedback on an ongoing basis. Embrace leadership and be a catalyst for change and innovation.

Event Planning and Communication (40%): Serve as the main point of contact for assigned events. Offer creative suggestions and recommendations while coordinating and verifying Transportation, Meeting Room Setup, Audio Visual, and Food & Beverage.

Event Support (20%): Support each group on the day of their event, checking in to ensure that group requirements are met before meeting kickoff and throughout the day. Follow up with the host post-event for feedback.

Space Management (10%): Ability to utilize multiple reservations systems in order to book reservations and distribute confirmations via Google Suite. Ensure complete cancellation details into the reservation system, confirming any meeting cancellations to the client by email and applying cancellation charges as appropriate. Quickly identify booking conflicts or potential booking conflicts, offering solutions and if not immediately resolved, discussing such conflicts with the Director of Conference Services

Preferred Qualifications:

Education and Experience: High school diploma or equivalent, bachelor’s degree preferred. Minimum of five years of experience, in a conference center or corporate environment preferred. Previous supervisory experience is required. Excellent organizational and administrative skills, with the ability to prioritize tasks.
Language Skills: Excellent oral and written communication skills. Ability to read and interpret documents such as safety rules, Standard Operating Procedures (SOPs), and employee handbook. Ability to communicate in a pleasant and professional manner with high-level clients, other service providers and support staff. Responsible for effectively meeting the changing demands of internal clients.

Technology Skills: Competent in Google Suite. Knowledge of Audio-visual equipment is a plus but not required.

Reasoning Ability: The ability to work under pressure, prioritizing tasks and juggling many tasks simultaneously, while constantly interacting with visitors in a public environment.
Self-confidence, willingness to learn, and feeling comfortable with change and coordinating change. Is empowered to make decisions, guide behavior and escalate issues appropriately. Superior problem-solving skills.

Physical Demands: Regularly stands, walks, lifts, kneels, and crawls. Ability to move conference room tables, chairs and lift 50 pounds as needed. This is a hands-on job requiring both management skills and technical skills.

Other: Excellent customer service Skills. Punctual, dependable and dedicated to achieving operational excellence, down to the smallest of details. Discreet, ethical, and committed to maintaining a high degree of confidentiality. A passion for delivering premier hospitality. A mindset to take ownership and responsibility both within and outside one’s job domain. Is open and receptive to feedback, shares and actions.