Summary of Position: 

The Assistant Event Manager is responsible for efficiently and professionally coordinating the assigned events. Key responsibilities include upselling food and beverage options, supporting clients, the sales team, and banquet staff from start to finish. This involves tasks such as sending proposals and contracts, blocking function spaces, providing cost estimates, collecting payments, and preparing event orders based on client specifications. Additionally, the role includes assisting the banquet team with BEO (Banquet Event Order) preparation to ensure smooth event execution. 

Essential Job Responsibilities: 

• Handle multiple tasks with efficiency and ease with upmost organization. 

• Respond in a timely manner to internal and external customers 

• Establish a positive, professional relationship with clients and internal associates 

• Help to schedule planning sites for sales managers and conduct them as needed. 

• Follow-up, in a timely manner, with event involved departments and appropriately communicate any necessary feedback. 

• Collect all deposits according to contractual terms and work with billing to ensure all monies are collected in advance or as defined by the contract 

• Interface with outside vendors as needed  

• Accurate and timely preparation of event orders; set-up diagrams, floor plans, event signage, printed menus, buffet signs and other informational forms to be ready for events and up to standards. Distribute necessary signs in stands throughout the property at appropriate times. 

• Prepare corresponding event bar sheets, including staffing names and any specialty drink items. 

• Assign bar keys and print Chef BEO for each associate assigned to the events. 

• Work with all internal departments to coordinate needs for events. 

• In-house marketing support and working directly with Marc & Rose marketing team for in-house immediate needs.  

• Protect the properties assets by maximizing revenues, optimizing use of on-site inventory and function space, and protecting the physical property 

• Maintain accurate information and revenues in Triple Seat, always, to ensure accurate forecasting 

• Introduction of key operations personnel to clients or on-site contacts. 

• Follow-up with clients after functions to ensure customer satisfaction, address any challenges, and solicit rebooking. 

• Support Admin duties such as production of weekly financial reports in Property Admin’s absence. 

• Perform any other duties as assigned by leadership. 

Personal Characteristics: 

• Behaves Ethically 

• Communicates Effectively: Speaks and listens in a clear, thorough, and timely manner, effectively reading and writing, using the English language 

• Professional Appearance: Exhibits an appearance appropriate for a four-diamond resort (Specific grooming standards are available for review) 

Qualifications: 

Education: High School Diploma or equivalent required, college degree preferred. 

Experience: Minimum of one (1) year in hospitality sales and/or Catering/Event Management, Event Planning experience preferred. 

Certificates or Licenses: N/A 

Knowledge, Skills, and Abilities: 

• Knowledge of food and beverage and basic AV equipment 

• Ability to utilize/learn Triple Seat, Microsoft Office including Word, Excel and Outlook 

• Ability to effectively deal with internal and external customers in the most professional way 

• Ability to resolve conflicts in an effective manner 

• Ability to lift, grasp, carry and/or push up to 20 pounds 

• Ability to work a flexible schedule, as well as being able to work shifts requiring standing, walking throughout property or sitting for long periods of time 

• Ability to work well in a dynamic environment, where the need for adaptability, flexibility, and quick thinking is commonplace 

• Interact professionally with a diverse group of customers, vendors and co-workers.  

• Dependable, self-motivated and able to work with minimal supervision.  

• A willingness to learn and adapt to new responsibilities is a must 

*This position is a safety-sensitive position. Under the law, safety-sensitive positions are defined as positions where the employee operates, repairs, maintains or monitors the performance or operation of a motor vehicle, equipment, machinery, or power tools. Safety-sensitive positions may also include jobs where the tasks or duties required of the employee could affect the safety or health of the employee performing the task or others. 

Working Conditions: 

• Attendance as scheduled is a critical element in all positions at El Chorro. 

El Chorro’s leaders and associates believe each guest should be treated with respect, kindness, and professionalism. We believe that “Making Space for Genuine Hospitality” is our purpose, enticing our guests to return again and again. To be successful at El Chorro, associates must embrace our Purpose, Pillars and 21 Service Essentials. This includes being hands on and heartfelt, sincere and focused, collaborate and curious, and conscientious, possessing and demonstrating a high level of care and attention to internal and external guests. Our forward-thinking, fun, friendly, engaging and enthusiastic associates treat every guest as if they were our only guest. A true customer focus is essential to success with our property and company.