Events Specialist - Sessions II

We are looking for an experienced Event Specialist to organize excellent events. In collaboration with the Events Manager and Skywalker Hospitality team at Sessions Restaurant and the Commons at One Letterman in our Presidio campus, you will be responsible for every aspect of an event, from choosing venues to evaluating success afterwards.

An event specialist must be well-organized and competent in vendor management. Must possess strong personal organization, genuine hospitality, and care for staff. Understands and implements traditional and contemporary luxury/lifestyle standards.

Communication skills and attention to detail will set apart the best among the candidates. Add a shot of enthusiasm and passion for the job and you’ll be our ideal candidate.

The goal is to organize unforgettable events that will ensure the entertainment of participants and facilitate the completion of business objectives on behalf of the Skywalker Brand at Sessions at the Presidio.

Key Duties

Booking and Sales: Generate new business and maintain contact with present relationships.

• Manage business on the books successfully and work pipeline of Inquiries, Prospects, Tentative and Definite bookings
• Identify qualifying business potential, closing business, overcoming objections, negotiating, upselling and understanding the client’s needs.
• Conduct client visits that are targeted and meaningful to build private dining sales
• Negotiate with vendors to achieve the most favorable terms (culinary, decorators, other musicians etc.)
• Manage vendors and choose the best combination of quality and cost
• Act as the liaison for all vendor/supplier-related client’s needs, (i.e. Audio Visual, Florists, Entertainment, Transportation, DMC, Off-site Locations, etc.)

Vendor Management

Event Execution: Responsible for all catered functions from organization to execution, including delegation of responsibilities

• Plan, coordinate, and ensure proper execution of all aspects of catering & conference events including guest visits, entertaining, room set up and service; production; vendors, and all other special requests.
• Understand requirements for each event: maintain strong client relations and ensure that event specifications are created, communicated, and executed to result in a successful event
• Create banquet event orders and supporting documents, detailing each event's purpose, menu, decor, setup, and billing instructions.
• Manage all event operations (preparing venue, invitations, etc.) ensuring excellence in guest satisfaction through effective training of staff and hands-on service.
• Do final checks on the day of the event (e.g. tables, technology) to ensure everything meets standards
• Oversee event happenings and act quickly to resolve problems
• Evaluate the event’s success and submit reports

General Duties

• Ability to handle multiple projects concurrently while maintaining continuous client contact.
• Experience working with individuals at all levels and working knowledge of C-Level names.
• Find solutions to the inevitable challenges and glitches that arise while groups are on property and keep the operational team promptly and fully informed of all problems or unusual matters so prompt corrective action can be taken where appropriate.
• Communicate and collaborate with other team members to act as one, to ensure seamless guest service and creative solutions in a private, confidential setting - informal or formal
• Perform a variety of duties, often changing from one task to another of a different nature without loss of efficiency or passion
• Can discreetly read/understand internal and external guests' needs and react

Requirements

• Proven experience as event coordinator
• A proven track record of organizing successful events have minimum two years of experience in event management in a luxury hotel or restaurant.
• Proficient in MS Office

• Strong computer and technical skills to include Tripleseat, PMS Systems, ResortSuite a bonus.
• Excellent vendor management skills
• Degree in hospitality management, public relations or relevant field is preferred
• Appropriate knowledge of food & beverage products, presentation, and preparation.
• Appropriate knowledge of meeting room capacities, banquet set-ups, audio-visual and resort activities.
• Demonstrated ability to mentor and develop growing talent for the company.
• Proven ability to engage associates at all levels.
• Demonstrated ability to work with Culinary brigade & F&B operations.
• This individual must be willing to work flexible hours as needed during busy times and high profile events.
• Must meet standards of appearance.
• Outstanding communication and negotiation ability
• Well-organized with multi-tasking skills
• Able to handle stress and remain calm
• Problem-solving ability

Benefits

• Medical/Dental/Vision with Generous Cost Sharing
• Employer Paid Life Insurance and Long Term Disability Policy
• Flexible Spending Account
• 401k with Company Match
• Family Care with Urbansitter membership
• Generous PTO Policy
• Education/Tuition Reimbursement
• Yearly Performance Review
• Discretionary Bonus Opportunity
• Pay Range: $62-72K