Events Manager

The Gant

Aspen, Colorado

POSITION SUMMARY

This position is primarily responsible to serve as the liaison between the sales team and the food and beverage team to ensure the execution of events and conferences. This position will work directly with the guests, clients and homeowners providing the highest level of service, while assisting in the functions of group management, managing event execution, departmental communication and invoicing, while fostering return group business.

GENERAL BENEFITS: M/D/V, 401(k) and match, EAP, Life Insurance, PTO, bonus potential, wellness benefit or full Aspen/Snowmass ski pass; Benefits may be subject to generally applicable eligibility, waiting period, or other requirements and conditions.

DUTIES AND RESPONSIBILITIES

• Responsible for the execution of on property meetings and events; client and internal communication, prepare BEO’s and service of events.
• Effectively respond to general inquiries on the telephone and in person, and directing them appropriately
• Create invoices, collect and process all deposits and final payments for group rooms, meetings and events.
• Accountable for all release dates of group and payment dates as well as invoicing all groups.
• Responsible for preparing and distributing the Event Schedules, BEOs, Resumes, Change Log, and Banquet Checks on a daily/weekly basis. This includes the prompt distribution of last-minute changes to affected departments.
• Represent The Gant in site tours and on property as contact for current group questions.
• Maintain positive relationships with group guests, clients, meeting planners, travel agents and wholesalers.
• Comfort and agility in resolving unexpected issues that inevitably arise in event planning and execution
• Assist in recognizing and maintaining relationships with repeat guests and meeting planners.
• Work closely with Director of Sales and Director of F&B to ensure that a comprehensive knowledge of client files exists in order to respond to client needs in the absence of the manager
• Maintain a neat, clean, and safe work environment.
• Other duties as assigned.

QUALIFICATIONS

• College degree preferred.
• Event and group business knowledge essential.
• Working knowledge of Microsoft Office, event and property management systems.
• Must be detail oriented. Time management and organizational skills are necessary for multi-tasking.

WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS

• Small indoor and outdoor multi-task-oriented office involving the use of telephone, computer, and AV equipment.
• Considerable person to person contact with clients, homeowners, and guests.
• High levels of stress may be present when dealing with demanding clients and long hours on your feet.
• Mobility through the back of house, kitchen, restaurant and conference space (indoor/outdoor).
• Regularly work outdoors with adverse conditions with exposure to outdoor elements or a combination of both indoors and outdoors and may be required to walk on slippery and uneven surfaces during events or site tours.
• Heavy lifting may be required when moving furniture for events.

TOOLS AND EQUIPMENT

• Office supplies and equipment including telephone, computer, monitor, etc.
• Banquet and catering supplies and equipment
• Banquet furniture
• Kitchen equipment.

This Job Description in no way states that these are the only duties of an employee in this position. The employee is required to comply with all instructions and other related duties requested by his or her manager. The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. I hereby certify that I have read and understand the contents of this job description as outlined above and that I am able to perform these duties with or without accommodation. Further, I understand that failure to perform these duties as assigned may be grounds for dismissal.