Assistant Manager - Events

The Assistant Manager - Events in the hospitality industry will assist in the planning, coordination, and execution of various events, such as conferences, weddings, banquets, meetings, and other social gatherings. This role will work closely with the Event Manager and other team members to ensure a seamless guest experience, high-quality service delivery, and efficient event operations, all while maintaining budget controls.

Key Responsibilities:

1. Event Planning & Coordination:

   • Assist in organizing and overseeing events, including weddings, corporate conferences, social gatherings, and banquets.
   • Work closely with clients (internal and external) to understand event needs, preferences, and expectations, ensuring personalized and tailored event experiences.
   • Coordinate event logistics including room setups, catering, audiovisual equipment, transportation, d cor, and entertainment.
   • Ensure that the event schedule runs smoothly and all elements are executed on time.

2. Vendor & Supplier Management:

   • Source, negotiate, and manage contracts with third-party vendors and suppliers (e.g., caterers, florists, decorators, A/V equipment providers).
   • Monitor the performance of vendors to ensure quality standards and adherence to deadlines.

3. Guest Experience:

   • Ensure exceptional guest service throughout the event, attending to guests' needs and resolving any issues promptly.
   • Coordinate with front-of-house and back-of-house staff to ensure high-quality service delivery.
   • Ensure all guest-facing areas (such as registration desks, dining areas, and breakout rooms) are organized, clean, and comfortable.

4. Staff Supervision & Training:

   • Oversee the event team, including servers, coordinators, and support staff, providing direction and guidance throughout the event.
   • Train and mentor event staff to ensure high standards of service and hospitality are consistently met.
   • Ensure that staff members are properly briefed on event details and are equipped with necessary resources for success.

5. Budgeting & Cost Control:

   • Assist the Event Manager in managing event budgets, ensuring costs are kept within client-approved limits.
   • Monitor expenses throughout the planning and execution of events, including handling invoicing and payments.
   • Assist in preparing post-event reports that detail the event s financial performance, successes, and areas for improvement.

6. Marketing & Sales Support:

   • Collaborate with the sales and marketing team to promote event services and attract new clients.
   • Participate in site tours for prospective clients, showcasing the venue and its capabilities.
   • Help develop and maintain promotional materials, brochures, and digital content highlighting event spaces and services.

7. Problem-Solving & Issue Resolution:

   • Handle any unexpected challenges or last-minute changes during events, ensuring quick and effective solutions.
   • Address guest complaints or issues immediately, providing a satisfactory resolution to maintain positive experiences.

Skills & Qualifications:

• Experience:

  2-4 years of experience in event planning, hospitality management, or related fields within the hospitality industry.

• Education:

  Bachelor s degree in Hospitality Management, Event Planning, Business Administration, or a related field.

• Skills:

  • Exceptional organizational and time management abilities.
  • Strong communication and interpersonal skills, with an emphasis on guest relations and client interaction.
  • Ability to work under pressure in a fast-paced environment.
  • Proficient in event management software and Microsoft Office Suite (e.g., Word, Excel, Outlook).
  • Knowledge of hotel operations, food and beverage service, and event logistics.
  • Creative problem-solving skills and attention to detail.

• Personal Traits:

  • High energy and ability to multitask effectively.
  • Strong customer service orientation with a focus on creating memorable guest experiences.
  • Team player with leadership potential, able to motivate and inspire event staff.