Assistant Director of Conference Planning

Q Center; St. Charles (IL); On-site; USD 85,000 - 100,000; Full time

Job summary

Q Center is seeking an Assistant Director of Conference Planning to lead daily conference operations and ensure flawless event delivery. You will partner with the Director to drive client satisfaction, manage budgets, and coordinate cross-department workflows across the property.

The role emphasizes execution excellence, strategic leadership, and hands-on oversight of on-site events, while mentoring planning managers and coordinating vendor relationships to uphold Q Center's service standards.

Qualifications

• Bachelor's degree in Hospitality Management, Business Administration, or related field.
• 6+ years of progressive hospitality management experience in full-service hotel, resort, or comparable environment.
• Director-level experience required.
• Minimum five years of supervisory or leadership experience; director-level preferred.
• Proficiency with event planning systems, software, and diagramming tools.
• Proven track record of managing complex events, budgets, and departmental teams.

Responsibilities

• Provide leadership and strategic oversight of daily Conference planning operations.
• Ensure departmental procedures and documentation comply with SOPs, policies, and regulatory requirements.
• Monitor scheduling, space utilization, and resource allocation to maximize efficiency.
• Maintain active onsite presence to ensure seamless program execution and client satisfaction.
• Lead Q Center key accounts, developing detailed event specifications, diagrams, timeliness, and addendums for high level programs.
• Create and distribute accurate Banquet Event Orders, group resumes, and floor plans.
• Maintain complete event files in Delphi, Opera and diagramming systems.
• Track changes in real time and update documentation per SOP deadlines.

Skills

Event planning

Budget management

Leadership

Vendor management

Education

Bachelor's degree in Hospitality Management, Business Administration, or related field

Tools

Delphi

Opera

Diagramming tools

Job description

Q Center is looking for a Assistant Director of Conference Planning to join our team!

This position does require a 45 hour work week.

The salary range for this position is $85,000 - $100,000.

Position Summary

The Assistant Director of Conference Planning supports the Director of Conference Planning by providing leadership and operational oversight for assigned conference programs and daily departmental functions. This role focuses on execution excellence, client satisfaction, cross-department coordination, and team support. The Assistant Director plays a critical role in ensuring accurate event planning, seamless on-site execution, and consistent delivery of Q Center service standards.

Qualifications

Education & Experience:

• Bachelor's degree in Hospitality Management, Business Administration, or related field required
• Minimum six (6) years of progressive hospitality management experience within a full-service hotel, resort, or comparable hospitality environment
• Director-level experience required
• Minimum five (5) years of supervisory or leadership experience required, previous director-level experience preferred
• Proficiency with event planning systems, software, and diagramming tools
• Proven track record of managing complex events, budgets, and departmental teams

Physical requirements:

• Regular movement throughout the property to oversee operational areas
• Ability to lift up to 20 pounds occasionally and up to 10 pounds frequently
• Extended hours may be required based on business demands

Knowledge, Skills & Competencies:

• Strong executive presence with the ability to influence across all levels of the organization
• Outstanding verbal and written communication skills
• Strong listening, problem solving, and conflict resolution abilities
• Ability to manage multiple, complex events simultaneously
• Strategic thinking with operational and financial insight
• Strong client-service orientation and commitment to exceptional guest experiences
• High level of professionalism, integrity, and accountability

Essential Duties & Responsibilities

Leadership & Strategic Partnership

• Align objectives with operational goals and Q Center's mission and vision
• Provide leadership insight on client service trends, operational opportunities, and service improvements
• Communicate organizational directives, operational priorities, and service standards
• Represent Q Center professionally with clients, guests, and vendors

Conference Planning Operations & Compliance

• Provide strategic oversight of daily Conference planning operations, ensuring alignment with organizational goals, operational standards, and client expectations
• Ensure departmental procedures, workflows, and documentation are compliance with internal SOPs, company policies, and regulatory requirements. including the creation, implementation, and ongoing maintenance of SOPs for new or updated procedures.
• Monitor scheduling, space utilization, and resource allocation to maximize efficiency and support seamless event delivery
• Maintain active onsite presence to ensure seamless program execution and client satisfaction
• Consistently exceed service standards to strengthen client relationships, elevate event outcomes, and ensure business and long-term loyalty
• Lead Q Center key accounts, developing detailed event specifications, diagrams, timeliness, and addendums for high level, complex programs
• Create and distribute accurate Banquet Event Orders, group resumes, and floor plans
• Maintain complete and accurate event files in Delphi, Opera and diagramming systems
• Track and communicate changes in real time and update documentation in accordance with established Standard Operating Procedures deadlines
• Present assigned programs at operational meetings
• Ensure compliance with purchase orders processes and financial documentation standards

Profitability & Performance Optimization

• Develop strategies to improve operational efficiency and service delivery within Conference Planning
• Support initiatives that improve client satisfaction, retention, and repeat business
• Assist with post-event billing and invoice accuracy
• Partner with department leaders to ensure Conference Planning operations contribute positively to overall property performance and profitability

Operational Excellence & Process Improvement

• Review, analyze, and improve departmental procedures to enhance efficiency and client satisfaction
• Implement tools and workflows to streamline conference planning operations
• Coordinate across departments to ensure smooth execution
• Monitor key performance indicators and event metrics to drive continuous improvement

Leadership & Talent Development

• Lead, develop, and manage Conference Planning managers and coordinator
• Recruit, interview, and hire staff in accordance with company standards
• Coordinate and assist with onboarding and training of Conference Planning managers and coordinator
• Conduct performance evaluations and provide coaching and mentorship
• Foster a culture of accountability, teamwork, and service excellence

Vendor & Contract Management

• Monitor third-party performance and contractual obligations
• Ensure vendor services support operational needs while maintaining fiscal responsibility

Other Duties as Assigned

• Perform additional responsibilities as needed to support Q Center's operational and strategic objectives

Work Environment

This position operates within a professional hospitality environment and requires regular interaction with executive leadership, department heads, associates, clients, vendors, and external partners. The Assistant Director of Conference Planning must maintain a visible presence throughout the property and actively engage in operational oversight, client interactions, and event execution to ensure seamless program delivery and exceptional service standards.