Assistant Director of Conference Services

JOB OVERVIEW:

• Assist in overseeing all functions of the Conference/Conventions Services Department.  Ensure that all conferences, meetings and group activities are coordinated and managed within client expectations.  Upsell client events and manage function space and room block inventory to maximize hotel profit.  Ensure hotel and client fulfill group contract commitments.

DUTIES AND RESPONSIBILITIES:

• Assist directing the day-to-day activities of the conference/convention services team, plan, organize, and assign work and communicate goals.  Advise staff of formal policies and procedures. 
• Ensure all staff is properly trained and have the tools and equipment needed to effectively carry out their job functions.
• Schedule conventions and business group activities and coordinate with other hotel-level departments to facilitate services agreed upon by the sales office and prospective clients. 
• Conduct banquet and catering facility tours and entertain clients in accordance with company and property policy.
• Assist clients with menu planning, food and beverage coordination, table arrangements, decoration options, etc.  Arrange all details of conventions to include room set-ups, staging, lighting, audiovisual, traffic flow, menus, décor, entertainment, group room blocks, VIP services and approved method of payment.  Review daily posting of charges, resolve any discrepancies in a timely manner.  Follow-up to ensure client satisfaction.
• Negotiate food and beverage prices, function space, and hotel services within approved departmental booking guidelines.  
• Plan and conduct pre-event and post-event meeting with clients and catering staff.  Assist in completing forecasts, plans, and sales production reports for management.
• Monitor and ensure all functions are set-up, refreshed and broken down in compliance with scheduled times and department procedures.
• Promote teamwork and quality service through daily communication and coordination with other departments.  Key departmental contacts include Sales Staff, Executive Chef, Banquet Manager and convention services staff, and hotel Executive Committee.
• Interact with outside contacts:
  • Guests – to ensure their total satisfaction
  • Vendors – to arrange services 
• May perform other duties as assigned.

• Other contacts as needed (Professional organizations, community groups) 

ACCOUNTABILITY:

• Typically, the top job responsible for the coordination and servicing of hotel’s convention and/or conference space.  Typically manages both professional level and administrative support employees in a full-service hotel with high volume catering, banquet, and/or convention facilities. 

Qualifications and Requirements:

• Bachelor's Degree in marketing or related field or equivalent, and 3+  years total experience in a catering setting or related field, with direct supervisory experience over a sales/catering team, or an equivalent combination of education and work experience.   
• Must have work experience in hotels 
• Must speak fluent English.

This job requires ability to perform the following:

• Frequently standing up or moving within and outside of the facility

• Carrying or lifting items weighing up to 25 pounds

• Handling objects

Other:

• Communication skills are utilized a significant amount of time when interacting with others; demonstrated ability to interact with guests, employees and third parties that reflects highly on the hotel, the brand and the Company.
• Reading and writing abilities are utilized often when completing paperwork and management reports, interpreting results, giving and receiving instructions, and training 
• Mathematical skills, including basic math, budgeting, profit/loss concepts, percentages, and variances are utilized frequently.
• Problem solving, reasoning, motivating, organizational and training abilities are used often. 
• Ability to travel to attend workshops, tradeshows, conventions, etc.
• May require a valid Driver’s License.
• May be required to work nights, weekends, and/or holidays.
• Alcohol awareness certification and/or food service permit or valid health/food handler card as required by local or state government agency.

What We Offer:
The salary range for this role is $110,000 - $125,000 annually. This range is only applicable for jobs to be performed at the InterContinental Los Angeles Downtown. This is the lowest to highest pay scale we in good faith believe we would pay for this role at the time of this posting. We may ultimately pay more or less than the posted range, and the range may be modified in the future. An employee’s pay position within the pay range will be based on several factors including, but limited to, relevant education, qualifications, certifications, experience, skills, seniority, geographic location, performance, shift, travel requirements, sales or revenue-based metrics, and business or organizational needs.

In return we'll give you a competitive financial and benefits package which can include healthcare and dental coverage, disability and life insurance, and a matched 401(k) program. Hotel discounts worldwide are available as well as the chance to work with a great team of people. Most importantly, we'll give you the room to be yourself.

So what's your passion? Please click "Apply" and tell us how you could bring your individual skills to IHG.

At IHG Hotels & Resorts, we are proud to be an equal opportunity employer. IHG Hotels & Resorts provides equal employment opportunities to applicants and employees without regard to an individual's, race, color, ethnicity, national origin, religion, sex, veteran status or any other characteristic protected by law. This employer follows the Los Angeles Fair Chance Ordinance and California Fair Chance Act. All qualified applicants, including those with arrest or conviction records, will be considered.

STANDARD SPECIFICATIONS

Requirements are representative of minimum levels of knowledge, skills and/or abilities.  To perform this job successfully, the incumbent will possess the abilities or aptitudes to perform each duty proficiently.  Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves, other employees, or guests.

A review of this description has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and requirements are essential job functions.

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to perform any other job-related duties assigned by their supervisor.

This document does not create an employment contract, implied or otherwise, other than an "at will" employment relationship.

The statements in this job description are intended to represent the key duties and level of work being performed. They are not intended to be ALL responsibilities or qualifications of the job. This position is classified as non-exempt (per the Fair Labor Standards Act) and is subject to overtime in accordance with Federal and State Regulations.

At IHG Hotels & Resorts, we are proud to be an equal opportunity employer. IHG Hotels & Resorts provides equal employment opportunities to applicants and employees without regard to an individual's, race, color, ethnicity, national origin, religion, sex, veteran status or any other characteristic protected by law. This employer follows the Los Angeles Fair Chance Ordinance and California Fair Chance Act. All qualified applicants, including those with arrest or conviction records, will be considered.