Voted Most Iconic Event Space and Restaraunt in Arizona!

The Assistant Event Manager provides support to the Sales & Catering Department through completion of various administrative functions, upsells when opportunity is there to add banquet F&B, and handles small group sales and service.

Administrative Assistant Role:

Support the assistants with day-to-day department needs such as file creation, tasting & banquet event orders, in-house function event orders.

Greet clients/guests on the phone and in person in a professional manner. Assist clients where possible.

Communicate any information for special occasions such as for Anniversaries,Cakes, etc.

Distribute Daily Run or other reports as needed.

Ability to multi-task, organize projects and work at a self-directed pace.

Other duties as requested.

Assistant Event Manager Role:

The Assistant Event Manager is responsible for the efficient and professional coordination of any assigned event. This includes upselling to add a private banquet function.

Handle assigned group from start to finish including but not limited to: sending proposal, contract, blocking function space, estimates, payment collection, preparing event orders from client specifications, typing resumes for rooms only groups, providing information to the operations teams.

• Ability to handle multiple tasks with efficiency and ease
• Highly organized
• Respond in a timely manner to internal and external customers
• Establish a positive, professional relationship with clients and internal associates
• Build rapport with internal and external customers
• Design and sell events that meet client needs while being creative and maintaining profitability (revenue generation, maintaining profit margins and food/beverage costs)
• Protect the Property's assets by maximizing revenues, optimizing use of on-site inventory and function space, and protecting the physical location
• Conduct planning sites as needed
• Maintain accurate information and revenues in sales system, at all times, to ensure accurate forecasting
• Introduce key operations personnel to client or on-site contact
• Follow-up with client after function to ensure customer satisfaction, address any challenges, and solicit rebooking
• Follow-up, in a timely manner, with event involved departments and appropriately communicate any necessary feedback
• Collect all deposits according to contractual terms and work with billing to ensure all monies are collected in advance or as defined by the contract
• Continuously follow up, in a timely manner, to gather all pertinent information from customer
• Interface with outside vendors as needed
• Accurate and timely preparation of event orders, set-up diagrams, group resumes, and other informational forms
• Work with all internal departments to coordinate needs of groups
• Establish rapport with and entertain client while promoting hotel facilities and services
• Other tasks as assigned by the Director of Sales & Catering, Department/Property leaders and/or General Manager

Personal Characteristics:

• Behaves Ethically
• Communicates Effectively: Speaks and listens in a clear, thorough, and timely manner, effectively reading and writing, using the English language
• Professional Appearance: Exhibits an appearance appropriate for a four diamond resort (Specific grooming standards are available for review)

Education: High School Diploma or equivalent required, college degree preferred.

Experience: Minimum of one (1) year in hospitality sales and/or Catering/Event Management, Event Planning experience preferred.

Certificates or Licenses: N/A

Knowledge, Skills, and Abilities:

Knowledge of hotel/event destination food and beverage and basic AV equipment

Ability to utilize/learn various point of sale/sales systems, Microsoft Office including Word, Excel and Outlook

Ability to effectively deal with internal and external customers, some of whom will require high levels of patience, tact and diplomacy to defuse anger, collect accurate information and resolve conflicts

Ability to resolve conflict in effective manner

Ability to lift, grasp, carry and/or push up to 20 pounds

Ability to work a flexible schedule, as well as being able to work shifts requiring standing, walking throughout hotel or sitting for long periods of time

Ability to learn and demonstrate the company's culture (vision, values and service standards), AAA Diamond standards, and guest survey standards.

Ability to work well in a dynamic environment, where the need for adaptability, flexibility, and quick thinking are commonplace

Ability to maneuver up and down stairs and to all areas of property

Able to communicate effectively in English