Executive Meeting Manager

Tempo by Hilton Hotel Tucson Uptown; Tucson (AZ); On-site; USD 65,000 - 85,000; Full time

Job summary

Valencia Hotel Group in Tucson is seeking an Executive Meeting Manager to drive wedding, meeting, and social-event revenue through proactive sales and meticulous event planning.

You will manage contract details, coordinate with multiple hotel departments, and ensure exemplary client service from inquiry to post-event follow-up. A strong background in hospitality sales with BEO experience is required.

Qualifications

• Minimum 2–5 years of sales, catering, event management, or related hospitality experience preferred.
• Minimum of 2 years of hotel or related hospitality experience preferred.
• Hilton experience preferred.
• Previous experience selling and servicing weddings, social events, catering, meetings, or group business strongly preferred.
• Experience preparing and detailing Banquet Event Orders (BEOs) preferred.

Responsibilities

• Solicit and maintain relationships with accounts within assigned market segments.
• Prospect, negotiate, close, and service meeting, group, wedding, and social event business.
• Actively solicit and book wedding business and related events.
• Develop relationships with wedding planners and partners to generate referrals and new business.
• Coordinate detailed requirements for weddings and events, including BEOs and timelines.
• Coordinate with departments to ensure successful event execution and clear communication of requirements.
• Lead weekly BEO meetings and ensure accurate event documentation.

Skills

Sales

Prospecting

Negotiation

Relationship-building

BEOs

Communication

Organization

Delphi

Cvent

Microsoft Office

Tools

Delphi

Cvent

Microsoft Office

Job description

What you will be doing

The Executive Meeting Manager (EMM) is responsible for prospecting, soliciting, closing, detailing, and servicing meeting, group, wedding, and social event business while maximizing hotel revenues through strategic account management and operational coordination.

The Executive Meeting Manager will primarily focus on groups with 20 rooms or fewer on peak, along with corporate meetings, weddings, rehearsal dinners, wedding room blocks, social events, and other catering opportunities. This position manages assigned business throughout the sales and event planning process, ensuring all event details are accurately communicated to hotel departments and that each client receives exceptional service from initial inquiry through event completion.

Key Responsibilities

Sales, Prospecting & Account Management

• Solicit and maintain relationships with accounts within assigned market segments.
• Prospect, negotiate, close, and service meeting, group, wedding, and social event business.
• Actively solicit and book wedding business, including wedding receptions, ceremonies, rehearsal dinners, welcome receptions, farewell brunches, wedding room blocks, and related events.
• Develop relationships with local wedding planners, venues, photographers, florists, DJs, entertainment providers, and other wedding-industry partners to generate referrals and new business.
• Respond promptly to wedding inquiries and leads generated through the hotel website, Cvent, wedding platforms, referrals, social media, and other lead sources.
• Conduct hotel tours and site inspections for couples, wedding planners, corporate clients, and prospective event customers.
• Prepare customized wedding and event proposals, contracts, menus, room-block agreements, and other sales correspondence.
• Follow up consistently with prospective wedding clients to convert inquiries into definite bookings.
• Focus primarily on groups with 10 rooms or fewer on peak while maximizing opportunities for meeting room rental, catering, guest rooms, weddings, and social event revenue.
• Maintain an active sales solicitation program through prospecting, sales calls, networking, community involvement, bridal events, and client outreach.
• Meet or exceed assigned sales activity and revenue goals.
• Maintain pricing integrity while identifying opportunities to maximize revenue through upgraded accommodations, meeting space, food and beverage, wedding packages, and additional services.

Event Planning & BEO Detailing

• Manage and detail assigned groups, meetings, weddings, and social events from contract turnover through execution.
• Prepare, detail, distribute, and revise Banquet Event Orders (BEOs) for assigned meetings and events.
• Ensure BEOs accurately reflect all event requirements, including room setup, timelines, food and beverage selections, guarantees, audiovisual needs, décor, entertainment, vendor requirements, signage, billing instructions, and special requests.
• Coordinate detailed requirements for wedding ceremonies and receptions, including ceremony setup, cocktail hour, reception timeline, seating, meal service, cake cutting, first dance, speeches, entertainment, vendor access, and other contracted arrangements.
• Coordinate with wedding planners, couples, and vendors to ensure event expectations are clearly documented and communicated to hotel operations.
• Create and maintain event diagrams, floor plans, seating arrangements, and room setups as required.
• Obtain final guarantees, menu selections, timelines, rooming lists, billing information, and other required details by established deadlines.
• Review all BEOs for accuracy before distribution and make timely revisions when event details change.
• Communicate BEO changes immediately to all affected operational departments.

BEO Meetings & Operational Coordination

• Lead and coordinate weekly BEO meetings with hotel department leaders.
• Review upcoming meetings, groups, weddings, social events, and special functions in detail with operational teams.
• Coordinate closely with Food & Beverage, Culinary, Banquets, Front Office, Reservations, Housekeeping, Engineering, AV, Accounting, and other departments to ensure successful event execution.
• Prepare and review weekly group resumes, rooming lists, VIP lists, BEOs, and other operational communications.
• Conduct pre-convention, pre-event, and wedding planning meetings when appropriate.

Client Relations & On-Site Support

• Serve as the primary point of contact for assigned meeting, group, wedding, and social-event clients throughout the planning process.
• Maintain regular communication with clients and wedding planners before, during, and after events.
• Be visible and available during assigned group arrivals, meetings, weddings, and social events when appropriate.
• Assist operational teams during events as needed to ensure client expectations are met.
• Conduct post-event follow-up to evaluate satisfaction and identify repeat and referral opportunities.

Systems, Reporting & Compliance

• Maintain accurate account, activity, group, wedding, and event information within Delphi and other hotel sales systems.
• Utilize Cvent, wedding lead platforms, and other sales channels to respond to and convert appropriate business opportunities.
• Prepare required sales, activity, forecasting, and event reports.
• Maintain accurate documentation of contracts, BEOs, rooming lists, deposits, billing arrangements, and client correspondence.
• Follow all Valencia Hotel Group sales policies, procedures, standards, and SOPs.

Qualifications

• Minimum 2–5 years of sales, catering, event management, or related hospitality experience preferred.
• Minimum of 2 years of hotel or related hospitality experience preferred.
• Hilton experience preferred.
• Previous experience selling and servicing weddings, social events, catering, meetings, or group business strongly preferred.
• Experience preparing and detailing Banquet Event Orders (BEOs) preferred.
• Knowledge of hotel operations, banquet service, catering, weddings, meeting room setups, and group room blocks preferred.

Skills & Competencies

• Strong sales, prospecting, negotiation, and relationship-building abilities.
• Strong ability to convert wedding, meeting, and social-event inquiries into definite business.
• Exceptional attention to detail when preparing BEOs and communicating event requirements.
• Excellent verbal and written communication and organizational skills.
• Ability to manage multiple groups, weddings, events, clients, and deadlines simultaneously.
• Proficiency in Microsoft Office, Delphi, Cvent, and hotel sales and catering systems.
• Ability to work effectively with clients, wedding planners, vendors, and hotel operational departments.

Additional Requirements

• Ability to work flexible hours based on business and event needs, including evenings, weekends, and holidays.
• Valid driver's license and ability to travel locally for sales calls, wedding-industry events, networking, client meetings, and site visits.
• Professional appearance and demeanor consistent with Valencia Hotel Group standards.

Position Overview

The Executive Meeting Manager combines sales, wedding sales, prospecting, event planning, BEO detailing, account management, and operational coordination to generate meeting, group, wedding, catering, and social-event revenue while delivering an exceptional client experience. The position is responsible for developing new business, converting leads, and ensuring each contracted event is thoroughly detailed, communicated, and executed according to Valencia Hotel Group standards.

Source: Hospitality Online