Executive Meeting Manager

lodgingdynamics; Scottsdale (AZ); Hybrid; USD 65,000 - 95,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

Job summary

Canopy Hotels Scottsdale Old Town in Scottsdale, Arizona is seeking an Executive Meeting Manager who understands that a great event starts long before the first guest arrives.

This hybrid role blends sales, event management, and sales administration, and you will own the planning of assigned meetings and group opportunities from inquiry through execution and follow-up, ensuring seamless communication across hotel departments.

Qualifications

• Minimum 2 years of hospitality experience, with hotel sales, catering, convention services, or event management experience strongly preferred.
• Experience with Delphi.fdc or a comparable hotel sales and catering system preferred.
• Working knowledge of banquet operations, catering menus, BEOs, group resumes, and event execution.
• A sales mindset with the ability to recognize revenue opportunities and confidently guide clients toward solutions.
• Strong organizational skills and exceptional attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage multiple groups, events, deadlines, and priorities simultaneously.
• Warm, polished, and genuine approach to hospitality and client relationships.

Responsibilities

• Respond to, qualify, and manage assigned sales inquiries from initial contact through contracting and event completion.
• Prepare proposals, contracts, and other sales correspondence for assigned business.
• Coordinate site tours and client appointments for assigned opportunities.
• Develop relationships with local businesses, organizations, event professionals, and other potential partners to generate new meetings, events, and group opportunities.
• Identify opportunities to increase revenue through additional guestrooms, food and beverage, meeting space, audiovisual services, enhancements, and other event needs.
• Maintain accurate booking, account, activity, and revenue information in Delphi.fdc and other applicable systems.
• Detail assigned meetings, events, and groups following turnover from the Sales Manager or Director of Sales.
• Communicate with group contacts to obtain all necessary event and guestroom details within established deadlines.
• Prepare accurate Banquet Event Orders, group resumes, and supporting event documentation prior to group arrival.
• Coordinate food and beverage selections, event timing, audiovisual needs, room setup, amenities, transportation, rooming lists, arrival and departure manifests, special meal requests, room deliveries, power requirements, keys, storage, outlet usage, and other program needs.
• Maintain a strong working knowledge of banquet menus, event spaces, guestrooms, outlets, and the capabilities and limitations of the property.
• Communicate changes promptly and clearly to Food & Beverage, Front Office, Housekeeping, Engineering, Revenue Management, and other departments as appropriate.
• Participate in and help facilitate weekly BEO and group resume review meetings.
• Anticipate potential challenges before arrival and work with clients and hotel teams to develop practical solutions.
• Support clients with last-minute requests and changes while balancing the guest experience, hotel operations, and revenue considerations.
• Review assigned programs following completion, assist with billing or follow-up questions as needed, and identify opportunities for future business.

Skills

Hospitality experience

Hotel sales & catering

Event management experience

Attention to detail

Tools

Delphi.fdc

Job description

Executive Meeting Manager

Canopy Hotels Scottsdale Old Town | Scottsdale, Arizona

Canopy Hotels Scottsdale Old Town is looking for an Executive Meeting Manager who knows that a great event starts long before the first guest arrives.

Located in the heart of Old Town Scottsdale, Canopy is a gathering place for meetings, celebrations, weddings, and everything in between. We're looking for someone who can bring together the details behind the scenes while also recognizing opportunities to grow the business.

The Executive Meeting Manager is a hybrid sales, event management, and sales administration role, responsible for managing assigned meetings, events, and group opportunities from initial inquiry through execution and follow-up. This position also provides essential support to the Sales team by coordinating group details, preparing event documentation, maintaining sales systems, and ensuring seamless communication between clients and hotel departments.

By taking ownership of smaller and short-term business and the detailed execution of booked programs, the Executive Meeting Manager allows the broader Sales team to remain focused on prospecting, account development, and generating new business.

What You'll Do

Own & Grow Your Business

Manage an assigned portfolio of small meetings, social events, wedding room blocks, and short-term opportunities with a focus on converting business, maximizing revenue, and creating relationships that bring guests back.

Responsibilities include:

• Respond to, qualify, and manage assigned sales inquiries from initial contact through contracting and event completion.


• Manage courtesy wedding and social room blocks, including proposals, agreements, rooming details, pickup monitoring, and client communication.


• Own short-term and last-minute meeting and event opportunities, including day-of and near-term event needs when operationally feasible.


• Participate in proactive sales efforts and prospecting, particularly during lower-demand periods, to identify new business opportunities and support hotel revenue goals.


• Develop relationships with local businesses, organizations, event professionals, and other potential partners to generate new meetings, events, and group opportunities.


• Prepare proposals, contracts, and other sales correspondence for assigned business.


• Recommend appropriate guestroom rates, meeting spaces, food and beverage offerings, and event solutions in partnership with Sales and Revenue leadership.


• Identify opportunities to increase revenue through additional guestrooms, food and beverage, meeting space, audiovisual services, enhancements, and other event needs.


• Conduct site tours and client appointments for assigned opportunities.


• Build relationships with clients throughout the planning process and identify opportunities for repeat and referral business.


• Maintain accurate booking, account, activity, and revenue information in Delphi.fdc and other applicable systems.

Bring Every Detail Together

Serve as a primary liaison between clients and hotel departments, translating what was sold into an organized, thoughtful experience for both the guest and the operational team.

Responsibilities include:

• Detail assigned meetings, events, and groups following turnover from the Sales Manager or Director of Sales.


• Communicate with group contacts to obtain all necessary event and guestroom details within established deadlines.


• Prepare accurate Banquet Event Orders, group resumes, and supporting event documentation prior to group arrival.


• Coordinate food and beverage selections, event timing, audiovisual needs, room setup, amenities, transportation, rooming lists, arrival and departure manifests, special meal requests, room deliveries, power requirements, keys, storage, outlet usage, and other program needs.


• Maintain a strong working knowledge of banquet menus, event spaces, guestrooms, outlets, and the capabilities and limitations of the property.


• Communicate changes promptly and clearly to Food & Beverage, Front Office, Housekeeping, Engineering, Revenue Management, and other departments as appropriate.


• Participate in and help facilitate weekly BEO and group resume review meetings.


• Anticipate potential challenges before arrival and work with clients and hotel teams to develop practical solutions.


• Support clients with last-minute requests and changes while balancing the guest experience, hotel operations, and revenue considerations.


• Review assigned programs following completion, assist with billing or follow-up questions as needed, and identify opportunities for future business.

Keep the Sales Team Moving

Continue to provide the administrative foundation needed for an organized, responsive, and effective Sales department.

Responsibilities include:

• Support Sales leadership and Sales Managers with proposals, contracts, traces, reports, group documentation, and client correspondence as needed.


• Maintain accurate and timely information within Delphi.fdc and applicable Hilton sales systems.


• Assist with rooming lists, cutoff dates, pickup reporting, group changes, amenities, VIP details, commissions, and pre-arrival coordination.


• Assist with site inspections, client visits, sales events, networking activities, and property tours.


• Maintain organized sales files and ensure contractual and operational deadlines are tracked and communicated.


• Partner closely with the Sales team to determine when an opportunity should remain with the Executive Meeting Manager or transition to a Sales Manager based on size, complexity, revenue potential, and account strategy.


• Look for ways to improve processes, communication, and efficiencies across the Sales and Events function.

What You Bring

• Minimum 2 years of hospitality experience, with hotel sales, catering, convention services, or event management experience strongly preferred.


• Experience with Delphi.fdc or a comparable hotel sales and catering system preferred.


• Working knowledge of banquet operations, catering menus, BEOs, group resumes, and event execution.


• A sales mindset with the ability to recognize revenue opportunities and confidently guide clients toward solutions that work for both their event and the hotel.


• Strong organizational skills and exceptional attention to detail.


• Excellent written and verbal communication skills.


• Ability to manage multiple groups, events, deadlines, and priorities simultaneously.


• Confidence communicating directly with clients and partnering across hotel departments.


• Sound judgment and problem-solving skills, particularly when navigating last-minute requests and changing event needs.


• Ability to work independently while remaining a collaborative member of the Sales and hotel team.


• Warm, polished, and genuine approach to hospitality and client relationships.


• Flexibility to work occasional evenings, weekends, and holidays based on business and event needs.

Who You Are

You're equal parts organizer, relationship builder, and salesperson. You notice the detail someone else might miss, but you also see the opportunity behind it. You're comfortable moving between writing a BEO, showing a couple around the hotel, answering a last-minute meeting inquiry, and working with the team to find a creative solution for a client.

Most importantly, you understand that hospitality should feel personal. You communicate with warmth and confidence, know the property inside and out, and help clients feel like they have someone in their corner from their first conversation through their final event.

At Canopy Hotels Scottsdale Old Town, we want every meeting, celebration, and stay to feel connected to its surroundings and genuinely welcoming. The Executive Meeting Manager helps make that happen-while helping us grow what comes next.

Benefits

Eligible Associates may participate in Lodging Dynamics benefit programs, subject to plan eligibility requirements, including:

• Medical Insurance


• Dental Insurance


• Vision Insurance