Groups and Events Executive

Job Description

Please note that this is not an exhaustive list of everything that needs to be done. Anantara employees always find new ways to look after the business, their guests, and their colleagues. Within this, the key responsibilities for this position are:

• Once the contract has been signed and handed over from the Area Sales Office, this role will be required to create the appropriate file and checklist for review with the guest. All guests should be contacted within 48 hours of the file being handed over to the hotel.
• Confirm with guests, all information pertaining to the event they are planning, and to organize and distribute all information to departments through memos, banquet event orders, directives, resumes, and rooming lists. A group summary resume must be produced for each group in the hotel in the required format.
• Confirmation of billing procedures, receiving deposits, and establishing credit facilities as required.
• To coordinate with outside vendors – entertainment, electrical, audio-visual, display, floral, etc. to accommodate requirements of the guest.
• Working with the Director Culinary to create menus to satisfy clients’ individual needs while maintaining hotel food and labour costs.
• Ensure delivery of expected guest service through follow-up and coordination with other hotel departments.
• Work independently within given parameters and maintain a positive attitude within a very busy environment.
• Ensure all Anantara service standards are adhered to for all client activity.
• Chair (within Operations Manager and Director of Food and Beverage) the periodic group arrival meetings to ensure the hotel operation is fully aware of all details and prepared to host the groups.
• Prompt response to guest inquiries for information within 24 hours of receiving such a request.
• Negotiate prices, prepare accurate quotes, and then confirm by written contracts as necessary and in accordance with the pricing guidelines determined by market conditions.
• Complete site inspections working with the hotel operations team to deliver an exceptional experience.
• Active participation in Departmental meetings, team-building efforts, and other activities.
• Assist with the compilation of competitive intelligence information.
• All other reasonable requests that are made by the leadership of the Department and Hotel
• Adherence to Company Green Initiatives.
  

Qualifications

• Bachelor degree in Hospitality, Events or Tourism industry
• Previous experience of minimum 3 years within a luxury hotel environment
• Previous professional experience of event organisation
• Strong written and verbal communication skills
• Good negotiation skills
• Ability to keep a positive attitude in an extremely fast-paced and demanding work environment
• French and English written and spoken. Additional language is a plus.
• Excellent organizational skills and flexibility.
• Strong in driving results and good negotiation techniques
• Positive attitude, dynamic personality, good communication and interpersonal skills, creative mindset