Assistant Events Manager

SOFITEL; Dubai; On-site; AED 60,000 - 80,000; Full time

Job summary

A leading luxury resort in Dubai is seeking an experienced Events Coordinator to manage and execute high-profile events. The ideal candidate will have a strong background in hospitality, exceptional organizational skills, and the ability to maintain high client satisfaction. Responsibilities include overseeing event logistics, managing budgets, and collaborating with various departments to ensure seamless execution. If you thrive in a dynamic environment and have a passion for delivering exceptional service, we invite you to apply.

Qualifications

• Minimum 3-5 years of experience in events coordination.
• Proven leadership qualities with the ability to train and mentor.

Responsibilities

• Act as the key liaison between the resort and group organizers.
• Ensure timely and accurate billing by following up on payment procedures.
• Conduct professional site inspections for prospective clients.

Skills

Event Coordination

Client Relations

Financial Management

Communication

Organizational Skills

Education

Bachelor’s degree in Hospitality Management

Bachelor’s degree in Event Management

Bachelor’s degree in Business Administration

Tools

Microsoft Office Suite

Job description

• Maintain thorough, accurate, and well-organized records of all sales agreements, contracts, and quotations in compliance with Sofitel's policies and procedures.
• Possess a strong understanding of the contribution margins of various products and collaborate with departmental heads to drive profitability and operational efficiency.
• Act as the key liaison between the resort and group organizers for all assigned events, ensuring proactive communication, complete coordination, and high levels of client satisfaction.
• Ensure timely and accurate billing by following up on deposit schedules, credit applications, and payment procedures in line with financial policies.
• Oversee the maintenance of well-documented and organized client files, ensuring all relevant event details are up-to-date and accessible.
• Lead and coordinate pre-event and pre-conference meetings with clients and internal stakeholders to confirm all logistical and service-related details.
• Maintain flexibility to support events during irregular hours, including evenings, weekends, and public holidays, as business demands.
• Conduct professional site inspections for prospective and existing clients, showcasing resort facilities and highlighting event capabilities.
• Represent the Events department in meetings related to Catering, Conference Services, and broader operational planning.
• Build and maintain positive relationships with clients throughout the event lifecycle to ensure their expectations are exceeded and to encourage repeat business.
• Collaborate with the Food & Beverage Department to review event schedules, business forecasts, and operational requirements.
• Ensure timely and accurate communication of event details to the Banqueting and Conference teams to support seamless event execution.
• Manage space allocation for meetings and events to align with guest requirements and maximize resort occupancy and profitability.
• Respond to event inquiries and leads within 24 hours, ensuring all proposals are tailored, detailed, and aligned with client expectations.
• Work closely with clients to plan every detail of their event, offering property tours and personalized service to highlight available features and bespoke offerings.
• Coordinate with the Executive Chef to develop custom menus and manage any specific client F&B requests for special events.
• Ensure all confirmed events are accurately documented and communicated via Banquet Event Orders (BEOs) in a timely manner.
• Facilitate regular BEO review meetings, ensuring any amendments are promptly relayed to all relevant departments for execution.
• Actively participate in internal meetings to support event planning, operational readiness, and service excellence.
• Foster a collaborative and positive working environment by promoting effective communication and cooperation across all departments involved in event delivery.

Qualifications

• Bachelor’s degree in Hospitality Management, Event Management, Business Administration, or a related field. Equivalent experience in a luxury hotel or resort setting will be considered.
• Minimum 3-5 years of experience in events coordination or conference services, with at least 1-2 years in a supervisory or assistant manager capacity, preferably within a 5-star hotel or luxury brand environment.
• Demonstrated success in planning and executing corporate events, weddings, social functions, and incentive groups, with strong client-facing and service recovery skills.
• Comprehensive understanding of banquet operations, food & beverage coordination, and luxury guest service delivery.
• Strong financial and analytical skills with the ability to understand event profitability, manage budgets, and control costs effectively.
• Advanced proficiency in Microsoft Office Suite and events or hotel systems.
• Exceptional organizational and time management abilities; capable of managing multiple high-end events simultaneously with keen attention to detail.
• Outstanding verbal and written communication skills; able to build trust and maintain relationships with VIP clients, vendors, and cross-functional teams.
• Proven leadership qualities with the ability to train, mentor, and support junior team members, contributing to a high-performing events department.
• Professional presence and grooming aligned with luxury brand standards.
• Ability to work flexible schedules, including evenings, weekends, and holidays, depending on business needs.
• Fluency in English; additional languages (e.g., French, Arabic, Mandarin) are a strong advantage.