Assistant Groups & Events Manager

Responsibility for assisting the concentrated sales efforts of the Groups and Events Sales Team and to extend that assistance to other professional sales team members when requested.

Key Responsibilities

• Assist the Director of Groups and Events in the Management of the Department especially in the absence of the Director of Groups and Events.
• Attend meetings and client events in the absence of and / or instead of the Director of Groups and Events.
• Direct receipt, qualification and coordination of event & group requests (incl. leads, RFPs, etc.) defined by her/his direct supervisor.
• Handle requests according to the relevant standards within a maximum of five (business) hours of its receipt.
• Apply the Kempinski MICE SOP’s from Group Enquiry to Contracting.
• Ensure the ideal and most effective utilization of the Meeting and Conference Rooms.
• Carry out site inspections with potential MICE clients in coordination with the Field Sales department.
• Realize up sell possibilities to meet and surpass Group & Event budget goals.
• Thoroughly input, supervise and maintain the requests in the Opera S&C System according to the data input standards.
• Create activities to ensure ongoing maintenance of bookings.
• Generate proper proposals and contracts.
• Follow up on sent out proposals within 24 hours (1 working day) to ensure the client has received the information and to clarify possible questions and issues.
• Handle the enquiries until conversion to definite bookings including negotiation, contracting, and site inspection before handing over to the Event Manager (or to the Groups & Events Coordinator).
• Ensure a proper handover of the converted business to the Event Manager / Groups & Events Coordinator with all relevant information forwarded.
• Introduce the Event Manager / Groups & Events Coordinator to the client.
• Conduct Exit Interviews with important customer after their event – asking for future business.
• Cross-sell to other hotels within the Kempinski Group (and GHA).
• Regular competition checks.
• Review monthly results and forecasts to recommend and execute activities required to ensure the hotel increases the market share and maximizes its revenue.
• Properly maintain LOS/CAN and UNC business.
• Further administrative tasks and other possible assigned duties.
• Perform any other duties as assigned to them by management.

Skills, Knowledge and Expertise

EXPERIENCE

• Previous experience of minimum two (2) years in luxury hotels is required. Previous experience in Groups & Events management, Reservations or Sales preferred.

COMPETENCIES: To fill this position the candidate must have:

• Strong leadership and analytical skills
• Ability to quickly adapt to a constantly changing market with a revenue positive effect
• Be proactive in achieving Event & Group revenue goals
• Relevant experience in Event & Group management. Hotel Operations experience a plus
• Analytical approach to problem solving and demonstrated ability to “think out-side of the box”