Charles Hotel In Harvard Square - Special Events Manager

Aimbridge Hospitality, LLC; Cambridge (MA); On-site; USD 60,000 - 70,000; Full time

Job summary

The Charles Hotel in Harvard Square, Cambridge, seeks a hands-on Special Events Manager to drive entertainment offerings and venues for families. You will market services, coordinate across departments, and ensure seamless execution of multi-day events in a dynamic hotel setting.

Ideal candidates bring 2+ years in event management, excellent communication, and the ability to work evenings and weekends to deliver memorable experiences.

Qualifications

• High School diploma required; Bachelor's degree preferred.
• At least 2 years of experience in a similar event management role.
• Exceptional written and verbal communication skills.
• Extensive background in the Entertainment Industry (concerts, festivals, etc.) and large events.
• Proven organizational capabilities for multi-day events and cross-team coordination.
• Ability to work independently in a changing, multitask environment with deadlines.
• Strong planning, project management, and relationship-building skills.
• Proficiency with Microsoft Office (Word, Outlook, Excel).
• Ability to work evenings, nights, and weekends.

Responsibilities

• Achieve quarterly and annual booking goals.
• Serve as primary hotel contact for entertainment venues and guest requests; provide follow-through.
• Solicit and secure venue revenue with local organizations and groups.
• Manage venue sales leads, proposals, site walks, and event orders (EO).
• Oversee ResortPass and cabana reservations and upsell services.
• Maintain marketing materials and venue information across channels.
• Keep hotel and venue information up to date on brand/website assets.
• Promote in-room amenity programs for special occasions.
• Perform administrative duties related to venues and events.
• Assist with reports and special projects as directed by management.
• Maintain internal communication across hotel departments.
• Coordinate with Entertainment and Sales Directors on events and activations.

Skills

Communication skills

Microsoft Office

Education

Bachelor's degree preferred

High School diploma required

Tools

Microsoft Office

Job description

Charles Hotel In Harvard Square - Special Events Manager

Compensation $60,000.00 - $70,000.00/year

Schedule Full time

Job Type Regular

Description

The Special Event Manager sells and markets the services and entertainment offered by a specific resort/waterpark (hotel specific) to a diverse clientele primarily targeting locals in the respective geographic area. This individual promotes a "DBS" (Different, Better, Special) experience and creates enthusiasm for the property’s unique and diverse offerings for the ultimate kid and family experience. Management-level associates are expected to work as much of each workday as is necessary to complete their job responsibilities; for OEM associates, overtime does apply and is calculated accordingly.

Exempt managers must customarily and regular direct the work of at least 3 full-time associates or their equivalents. Primary duties must consist of administrative, executive, or professional tasks more than 50 percent of the time and job duties must also involve the use of discretion and independent judgement more than 50 percent of the time.

QUALIFICATIONS:

• High School diploma is required with a Bachelor's degree preferred.
• At least 2 years of experience in a similar event management role required.
• Exceptional written and verbal communication skills
• Extensive background in the Entertainment Industry (i.e., concerts, festivals, fairs), have run large events before and know what it takes to create and execute a great event.
• Proven organizational capabilities to successfully execute a multi-day event requiring coordination across numerous teams
• Ability to problem solve and work independently in a changing and multi-tasking environment with numerous deadlines
• Excellent organizational, planning and project management skills
• Ability to develop professional relationships in all aspects of the position that result in stable, consistent, reliable, and courteous communication
• Demonstrated ability for accuracy and thoroughness
• High levels and respect for other company functions and the ability to work well with them as a team
• Strong computer skills, especially Microsoft Office (Word, Outlook, Excel)
• Ability to work a varied schedule that includes evenings, nights, and weekends

JOB RESPONSIBILITIES:

• Successfully achieves booking goals on a quarterly and annual basis
• Serve as primary hotel contact for information on entertainment venues for all outside inquires and guest requests, answering related questions efficiently, and providing full follow through to resolution.
• Actively solicit and secure venue revenue through outside solicitation efforts focused on local schools, camps, recreation centers, churches and houses of worship, youth clubs, etc...
• Main conduit for all outside party sales leads for waterpark and entertainment venues; timely answering all inquiries, distributing venue sales information and formal proposals, executing client site walk-throughs, accurate intake, and generating updated Event Orders (EO).
• Working with Director of Entertainment, oversee ResortPass reservations and cabana reservations and upselling additional services and food & beverage
• Maintain all marketing and print materials related to waterpark and entertainment venues along with feature promotions, special event collateral, elevator signage, in-room collateral
• Ensure hotel's brand and vanity website (working with SecondWave) are routinely up to date with the most current venue information.
• Solicit and promote all in-room amenity programs for special occasions...birthdays, life cycle events, etc...
• Perform administrative duties such as answering phones and managing email correspondence related to waterpark and entertainment venues
• Assists with any required daily, weekly, monthly and year-end reports as required by either the sales or entertainment departments
• Support any administrative or special project needs as directed by Management Team
• Maintain consistent communication internally and throughout the hotel's operating departments.
• Liaise with Director of Entertainment and Director of Sales & Marketing to effectively plan and execute special events and initiatives, including holiday activations or large reservations
• Keeps an accurate history file of each event; writes follow up correspondence
• Perform other duties as requested by management.

PROPERTY INFORMATION:

The Charles Hotel experience reflects the eclecticism that is Cambridge. An urban oasis, The Charles offers something for everyone who is visiting the Boston area. Guests can soak in their academic surrounding by attending a lecture at Harvard, relax with a stroll along the Charles River, explore downtown Boston or dine at some of the Boston and Cambridge area's finest restaurants, including The Charles' own Henrietta's Table. The Charles is an independent property, offering luxurious accommodations and all the comforts of home. Guest rooms combine New England décor with the latest technology. 18,000 square feet of indoor and outdoor banquet space merge to offer an array of options for anyone's next event. Located just minutes from downtown Boston and a variety of world-class attractions, The Charles is a AAA Four Diamond Hotel and a proud member of Preferred Hotels and Resorts.