Groups & Events Specialist

We are looking for a detail-oriented and energetic Groups and Events Specialist to join our hotel team. The Groups and Events Specialist will work closely with the Groups and Events Manager to coordinate, plan, and execute a variety of events hosted at our hotel, including conferences, weddings, corporate meetings, and private dinners. This role is perfect for an individual with a passion for hospitality and event planning, who thrives in a fast-paced, guest-focused environment.

RESPONSIBILITIES

• Event Planning & Coordination: Assist the Event Manager in organizing, planning, and overseeing all event details, from initial consultation to post-event follow-up. This includes managing event timelines, room configurations, BEO orders, audiovisual needs, and décor. Block venues, schedule spa appointments, activities, and transportation, curating complete itineraries and setups for events.
• Vendor & Supplier Management: Communicate with vendors (event planners, florists, AV technicians, furniture vendors, etc.) to ensure timely service delivery and that all vendor needs are met. Ensure the hotel’s standards of service are maintained.
• Client Interaction: Work with clients to understand their event goals and offer tailored solutions, ensuring their vision aligns with the hotel brand. Provide excellent customer service during all phases of event planning and execution.
• Creativity and Design: Experience in designing event layouts and creating visually appealing setups for events. Collaborate with vendors to ensure the finished product aligns with the client’s vision.
• On-Site Event Support: Supervise event setup, execution, and breakdown to ensure seamless operation. Be present on the event day to manage event flow, resolve any issues, and ensure guest satisfaction.
• Guest Services & Hospitality: Coordinate with hotel staff to ensure all event guest needs are met, from check-in to on-site service, and ensure overall event success.
• Logistical Support: Oversee event logistics, including event setups, guest arrangements, transportation, and on-site and off-site needs.
• Administrative Duties: Follow up with any group-related inquiries within 24 hours of receipt. Maintain accurate records of event details, bookings, invoices, and budgets. Collect and post deposits, update reports, create group room blocks, rooming lists, itineraries, BEOs, and final billing details. Handle event-related correspondence and communication with clients, internal departments, and vendors.
• Collaboration: Work closely with all departments such as front desk, food and beverage, housekeeping, engineering, and transportation to ensure the smooth execution of events and high service standards.

QUALIFICATIONS

• Education: Bachelor’s degree in Event Management, Hospitality, Marketing, or a related field (preferred).
• Experience: Minimum of 3 years of experience in event planning and coordination, setups, and execution.
• Skills: Excellent organizational skills, attention to detail, and multitasking abilities. Effective communication and interpersonal skills, with a focus on guest satisfaction.
• Availability: Ability to be very flexible, work long and irregular hours, including evenings, weekends, and holidays, as required by event schedules.
• Customer Service: A guest-first mentality with the ability to anticipate and address client and guest needs.
• Technology Proficiency: Microsoft Office, event management, and diagramming software.
• State Training: Must complete TIPS (alcohol service) and food handlers training as required by the State of Utah.
• Hotel Training: Must comply with all AMAN policies and procedures.
• Conflict of Interest: Any relationships that could potentially pose a conflict of interest should be disclosed to HR and may require a written disclosure.
• Driving Record: Clean driving record.

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