Assistant Director of Conference Services | Four Season

Job Description

About Four Seasons:

Four Seasons is powered by our people. We are a collective of individuals who crave to become better, to push ourselves to new heights and to treat each other as we wish to be treated in return. Our team members around the world create amazing experiences for our guests, residents, and partners through a commitment to luxury with genuine heart. We know that the best way to enable our people to deliver these exceptional guest experiences is through a world-class employee experience and company culture.         

At Four Seasons, we believe in recognizing a familiar face, welcoming a new one and treating everyone we meet the way we would want to be treated ourselves. Whether you work with us, stay with us, live with us or discover with us, we believe our purpose is to create impressions that will stay with you for a lifetime. It comes from our belief that life is richer when we truly connect to the people and the world around us.

About the location:

Our property is a vibrant hub of culture, style and energy and includes our newly transformed restaurant which embodies iconic luxury boldly reimagined to capture the essence of Chicago through inspired food, drink, art and music. Four Seasons Hotel Chicago is honored to be ranked as one of Conde Nast Traveler Reader’s Choice Top 50 Hotels in the World. We offer 345 elegant guest rooms and suites: and a luxury spa. We are located steps away from the famed Magnificent Mile, glamorous North Michigan Avenue shopping and minutes from the city’s business and financial center. Adorn Restaurant features globally inspired cuisine starring the bounty of the Midwest. Adorn Bar showcases craft cocktails and a wine list that sparks conversation, all with a lively, convivial vibe beckoning to be discovered.

Raise the efficiency and effectiveness of the day-to-day operation of the Catering & Conference Services Department while personally planning, selling and servicing catering & conference business. In the absence of the Director of Catering & Conference Services, assume full responsibility for the operation of the Catering & Conference Services Department.

ESSENTIAL FUNCTIONS:

• In the absence of the Director of Catering & Conference Services, assume full responsibility for the operation of the Conference Services department.
• Finalize the requirements of personally assigned bookings while maximizing revenue potential through up selling and ensuring effective communication both written (Resumes, BEO, Daily Reports) and personal contact with all departments for the success of the event. Ensure accuracy of Banquet Checks and provide bill review on completion of program or event.
• Day to day supervision of the Group, Social & Corporate functions. Including maintaining and monitoring the accuracy and effectiveness of all written communication procedures. These procedures include but are not limited to: Menu and Event Proposals, Contracts, Banquet Event Orders, Resumes, Daily Events Report, and Sales & Catering Golden Input Standards and execution of banquet events.
• Host and ensure maximum effectiveness of Banquet Event Order Meetings, Resume meetings, and participate in the review, audit, and assignment to the Catering & Conference Services Managers of all booking turnovers from the Sales Department
• Participate in the preparation and analysis of the Catering weekly financial forecast
• Find solutions to the inevitable challenges and glitches that arise while groups are on property and keep Director of Catering & Conference Services and Planning Committee promptly and fully informed of all problems or unusual matters so prompt corrective action can be taken.
• Maintain knowledge of hotel facilities, capacities and dimensions of meeting space and basic operational needs of all operating departments.
• Make timely and impromptu decisions, which balance client’s needs with the financial, safety and staffing goals of the hotel.
• Plan and/or attend and/or participate in meetings with hotel staff and clients, including but not exclusive to: Morning Operations Briefing, Morning CS Briefing, Resume Meeting, Banquet Event Order Meeting, Sales Meeting, Pre-Convention Meetings, Board of Operations, Planning Meetings, and Menu Tastings.
• Respond according to the crisis management plan to any hotel emergency or safety situation.
• Comply with Four Seasons standards for sales and marketing, while working harmoniously and professionally with co-workers and planning committee.
• Will be responsible for selling and accountable for an individual goal in the local catering market.
• Actively prospect, entertain clients, site-inspections and sales calls, handle inquiries, develop new business and maintain a portfolio of current ‘traced’ accounts to ensure a full pipeline and ultimately exceed Catering revenue targets.
• Supervise the execution of banquet events and exceed client expectations and strengthening client relationships at the outset of all events. Review all function space with appropriate banquet staff prior to event and find solutions to the inevitable challenges and glitches that arise while events are on property.

NON-ESSENTIAL FUNCTIONS:

• Assist with all inquires within the sales, marketing and catering department, including assistance with high telephone volume and walk-in site inspections.
• Maintain an understanding of Social/Corporate Catering and when required assume an active role.
• Perform other tasks or projects as assigned by hotel management
• Act as the liaison for all vendor/supplier related client needs, (i.e. Audio Visual, Florists, Entertainment, Transportation, DMC, Off-site Locations etc)
• In conjunction with the Director, prepare, conduct performance evaluations and mentor for Conference Service Managers, and Administrative Assistant. In addition, facilitate training of new Conference Service/Catering employees, and recommend the hiring, terminating, or disciplining of any Catering or Conference Services employee.

KNOWLEDGE AND SKILLS:

• College education preferred
• 3-5 Years experience as a Catering or Conference Services Manager in a full service resort or hotel, of which 3 years must have been in a Conference Services role.

Four Seasons is an Equal Opportunity, Affirmative Action employer. Minorities, women, veterans, and individuals with disabilities are encouraged to apply. To access the ‘EEOC is The Law’ Information poster please visit this website – https://eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf