Senior Hospitality Event Manager

Unclassified - New York, NY

Full-time - Senior

New York, NY

About the position

We are seeking a skilled and enthusiastic Senior Event Manager to join our team at Arva at Aman New York by F&B 575. This role is responsible for orchestrating, overseeing, and managing all facets of event planning and logistics. The Senior Event Manager will collaborate closely with clients to develop the Banquet Event Order (BEO), arrange facilities and equipment, and effectively communicate client requirements to the internal team, while directly supporting the objectives of the Director of Sales & Events. The Senior Event Manager will supervise the Event Manager and coordinate with various departmental personnel to ensure that organizational standards are maintained while striving to exceed guest expectations. In this position, you will serve as the primary liaison for event clients from the moment of booking through the planning stages and during the event. You will cultivate client relationships and respond promptly and effectively to inquiries and concerns via various communication channels. Actively engaging with clients to ensure a seamless and enjoyable experience is crucial. You will maintain up-to-date and comprehensive event information in the management system prior to established deadlines and collaborate with other departments to fulfill special requests for distinguished guests, clients, and partners. Your responsibilities will include executing event procedures in alignment with the vision and standards set by the Director of Events & General Managers, preparing detailed BEOs, and designing floorplans tailored to the specific venue. You will generate and distribute accurate event floorplans, BEOs, day-of event packets, and rental orders, assist in the setup, teardown, and execution of events, and ensure timely scheduling of all event rentals to facilitate hotel operations. Maintaining an organized calendar of events using appropriate scheduling tools while participating in necessary meetings and calls is essential. You will communicate effectively with sales, culinary, and hotel management as required, coordinate with back-of-house staff to ensure proper food service delivery and logistics, and liaise with external vendors leading up to and during the event, including managing deliveries and pickups. Additionally, you will be responsible for collecting and organizing all final payments for events as per the signed agreements, collaborating weekly with the accounting team to ensure accounts receivable reports are accurate and up-to-date, addressing any discrepancies or overdue payments, and processing event closeout checks promptly following each event.

Responsibilities

• Serve as the primary liaison for event clients from the moment of booking through the planning stages and during the event.
• Cultivate client relationships and respond promptly and effectively to inquiries and concerns via various communication channels.
• Actively engage with clients to ensure a seamless and enjoyable experience.
• Maintain up-to-date and comprehensive event information in the management system prior to established deadlines.
• Collaborate with other departments to fulfill special requests for distinguished guests, clients, and partners.
• Execute event procedures in alignment with the vision and standards set by the Director of Events & General Managers.
• Prepare detailed BEOs and design floorplans tailored to the specific venue.
• Generate and distribute accurate event floorplans, BEOs, day-of event packets, and rental orders.
• Assist in the setup, teardown, and execution of events.
• Ensure timely scheduling of all event rentals to facilitate hotel operations.
• Maintain an organized calendar of events using appropriate scheduling tools while participating in necessary meetings and calls.
• Communicate effectively with sales, culinary, and hotel management as required.
• Coordinate with back-of-house staff to ensure proper food service delivery and logistics.
• Liaise with external vendors leading up to and during the event, including managing deliveries and pickups.
• Responsible for collecting and organizing all final payments for events as per the signed agreements.
• Collaborate weekly with the accounting team to ensure accounts receivable reports are accurate and up-to-date, addressing any discrepancies or overdue payments.
• Process event closeout checks promptly following each event.

Requirements

• Minimum of 3 years' experience in a luxury hotel environment or a similar setting within the food and beverage sector.
• Proficiency in event management software.
• Ability to work collaboratively in a team-oriented environment to achieve shared goals of guest satisfaction.
• Positive, engaging, and dynamic personality.
• Strong interpersonal skills with the ability to anticipate guest needs.
• Highly organized with effective time management skills and the ability to work independently.
• Exceptional attention to detail.
• Cultural sensitivity and awareness.
• Excellent verbal and written communication skills in English.
• Capacity to manage multiple tasks in a fast-paced environment.
• Strong people skills and the ability to work under pressure with diverse stakeholders.
• Professional appearance in accordance with company standards.
• Physical ability to carry, push, and pull up to 30 lbs; standing, bending, and lifting may be required.
• Multilingual abilities are advantageous.
• Openness to constructive feedback and ability to thrive in a team setting.
• Full availability for scheduling.

Nice-to-haves

• Multilingual abilities are advantageous.