Part-Time Executive Meeting Specialist

Fairmont Hotels & Resorts; Boston (MA); Sur place; USD 34 000 - 49 000; Plein temps

Résumé du poste

Accor is seeking an Executive Meeting Specialist to coordinate small to mid-size meetings and events, partnering with Event Sales, Event Services, and hotel departments to ensure seamless planning and flawless execution from turnover to completion.

This role handles conferences, business meetings, weddings, and other events, providing onsite support, coordinating with vendors, preparing BEOs and resumes, and maintaining high service standards in a fast-paced luxury environment.

Qualifications

• 2–4 years of hotel event planning or conference services experience.
• Experience coordinating meetings, conferences, weddings, or banquets.
• Knowledge of banquet operations, F&B service, and event execution.
• Strong organizational and time management skills with multi-project capability.
• Excellent written, verbal, and interpersonal communication.
• Ability to build relationships with clients, vendors and hotel leadership.
• Experience with Banquet Event Orders, Event Resumes, and planning docs preferred.
• Proficiency with Microsoft Office; hospitality management systems preferred.
• Scheduling knowledge and confidentiality in handling information.
• Flexible schedule including evenings, weekends, and holidays; union familiarity is a plus.

Responsabilités

• Coordinate all aspects of assigned meetings and events from turnover through execution.
• Partner with Event Sales and Event Services for seamless transitions from contracting to execution.
• Serve as primary client contact during event execution; provide onsite support.
• Coordinate with A/V providers and hotel departments to meet client needs.
• Collaborate with vendors and services to ensure timely, flawless events.
• Prepare BEOs, event resumes, and planning documentation; review timelines.
• Manage post-event follow-up and feedback for continuous improvement.
• Provide administrative support to Banquet Management and scheduling.

Connaissances

Organizational skills

Time management

Communication skills

Interpersonal skills

Problem-solving

Attention to detail

Flexibility

Discretion / confidentiality

Customer service

Outils

Microsoft Office Suite

Hospitality management systems

Event planning software

Description du poste

Why work for Accor?

We are far more than a worldwide leader. We welcome you as you are and you can find a job and brand that matches your personality. We support you to grow and learn every day, making sure that work brings purpose to your life, so that during your journey with us, you can continue to explore Accor’s limitless possibilities.

Company Description

We are far more than a worldwide leader. We welcome you as you are and you can find a job and brand that matches your personality. We support you to grow and learn every day, making sure that work brings purpose to your life, so that during your journey with us, you can continue to explore Accor’s limitless possibilities.

By joining Accor, every chapter of your story is yours to write and together we can imagine tomorrow's hospitality. Discover the life that awaits you at Accor, visit https://careers.accor.com/

Why work for Accor?

We are far more than a worldwide leader. We welcome you as you are and you can find a job and brand that matches your personality. We support you to grow and learn every day, making sure that work brings purpose to your life, so that during your journey with us, you can continue to explore Accor’s limitless possibilities.

Do what you love, care for the world, dare to challenge the status quo! #BELIMITLESS

Job Description

The Executive Meeting Specialist serves as the primary coordinator for small to lower mid-scale meetings and events, ensuring seamless planning and execution from initial handoff through event completion. Housed in Event Operations but working hand in hand with the Event Sales and Event Services teams, this role partners closely with clients and hotel departments to execute successful events while providing operational support to the Event Operations team.

The Executive Meeting Specialist is responsible for planning and coordinating conferences, business meetings, social events, weddings, charity functions, and other hotel events of small to moderate complexity. This position helps alleviate operational workload during peak business periods while ensuring exceptional service standards and memorable guest experiences.

Event Coordination & Execution

• Coordinate all aspects of assigned meetings and events from turnover through successful execution.
• Partner closely with Event Sales (Conference Sales) and Event Services (Conference Services) to ensure a seamless transition from event contracting through event execution.
• Serve as a point of contact for clients throughout event execution stage.
• Coordinate with in-house and third-party Audio Visual providers to ensure all equipment, technology, and presentation needs are executed successfully.
• Collaborate with Event Sales & Services, Culinary, Stewarding, Engineering, Security, and other hotel departments to ensure seamless event execution.
• Coordinate with outside vendors, including florists, decorators, entertainers, rental companies, transportation providers, and specialty service partners.
• Execute Banquet Event Orders (BEOs)
• Monitor event timelines, communicate changes, and ensure all operational deadlines are met.
• Conduct pre-event meetings as necessary to review event details and operational expectations.
• Provide onsite event support to ensure all event details are executed according to client expectations.
• Respond promptly to guest and client requests while resolving operational issues with professionalism and urgency.
• Conduct post-event follow-up and communicate feedback for continuous improvement.

Administrative & Department Support

• Provide administrative support to the Banquet Management team to ensure the efficient operation of the department.
• Assist with banquet colleague scheduling, maintaining staffing schedules, and communicating schedule updates.
• Maintain departmental filing systems, event records, reports, and operational documentation.
• Prepare and distribute daily event reports, staffing schedules, event resumes, function sheets, and departmental communications.
• Coordinate communication between Banquet Operations and internal departments to ensure accurate execution of event details.
• Assist with departmental reporting, billing documentation, invoices, office supply inventory, and administrative projects.
• Coordinate departmental meetings, prepare meeting agendas, record meeting minutes, and follow up on action items.
• Answer departmental phone calls, respond to emails, manage calendars, and assist with general office operations.
• Assist with onboarding, training coordination, and maintaining departmental training records.
• Support Banquet Managers during periods of high business volume by assuming responsibility for smaller events and administrative functions.
• Support annual hotel events, holiday programming, and other special event initiatives.
• Perform other duties as assigned.

The hourly start rate is USD $30.00

Qualifications

• Minimum of 2–4 years of experience in hotel event planning, conference services, banquet operations, or a related hospitality environment preferred.
• Experience coordinating meetings, conferences, weddings, social events, or banquet functions.
• Knowledge of banquet operations, food and beverage service, and event execution.
• Strong organizational and time management skills with the ability to manage multiple projects and competing priorities.
• Exceptional written, verbal, and interpersonal communication skills.
• Demonstrated ability to build positive relationships with clients, colleagues, vendors, and hotel leadership.
• Experience preparing Banquet Event Orders (BEOs), Event Resumes, event diagrams, and planning documentation preferred.
• Proficiency with Microsoft Office Suite.
• Experience with hospitality management systems preferred.
• Knowledge of scheduling, and departmental administrative functions is highly desirable.
• Ability to maintain confidentiality and exercise sound judgment in handling sensitive information.
• Strong problem-solving skills with the ability to remain calm and adaptable in a fast-paced environment.
• Exceptional attention to detail and commitment to delivering luxury guest service.
• Ability to work a flexible schedule, including evenings, weekends, and holidays, based on business demands.
• Familiarity with a union environment is considered an asset.

Additional Information

All your information will be kept confidential according to EEO guidelines.