Assistant Director of Events
Mandarin Oriental Hotel Group
Date: 3 weeks ago
City: Abu Dhabi
Contract type: Full time
The Key Responsibilities Of The Role Are
Event Planning and Coordination
Event Planning and Coordination
- Assist the Director of Events in the development and execution of the resort’s event strategy, ensuring alignment with brand positioning and guest expectations.
- Oversee detailed event planning, from initial concepts and timelines to post-event reviews, ensuring seamless communication between clients, vendors, and internal teams.
- Directly manage mid-sized events such as corporate retreats, social gatherings, and smaller weddings, ensuring smooth and efficient planning and delivery.
- Work closely with other departments, including Guest Services, Food & Beverage, and Housekeeping, to ensure cross-departmental alignment for all event needs.
- Serve as the secondary point of contact for VIP clients, ensuring that their needs are met during planning and on-site event execution.
- Take ownership of key client relationships, particularly for events that require a higher level of day-to-day management, maintaining regular communication and delivering personalized service.
- Anticipate and respond to guest requests and preferences, ensuring that every detail is attended to and that each client’s vision is fully realized.
- Collect and analyze post-event feedback to assess client satisfaction and implement improvements for future events.
- Take accountability for the operational aspects of events, ensuring that all logistical details are handled smoothly, including set-up, staffing, scheduling, and on-the-ground coordination.
- Ensure that all events run on time, within budget, and adhere to the resort’s ultra-luxury standards, with a focus on operational excellence and guest satisfaction.
- Supervise and coordinate event staff, managing team schedules, roles, and responsibilities to ensure smooth event delivery.
- Work alongside the Director of Events during major events and serve as the acting leader in their absence, handling on-site challenges and last-minute adjustments with professionalism.
- Manage relationships with external vendors, ensuring timely and high-quality delivery of services, from catering to décor and entertainment.
- Negotiate with vendors to secure premium services at favorable terms, ensuring that all contracted services meet the resort’s brand standards for quality and luxury.
- Review and approve vendor invoices and contracts, ensuring all agreements are within budget and comply with the resort’s policies.
- Assist in creating event budgets and monitor expenditures throughout the event planning and execution process, ensuring strict cost control without compromising on service quality.
- Track event revenue and expenses, ensuring accurate financial reporting and accountability for all costs associated with event operations.
- Identify opportunities to increase profitability through upselling premium services and optimizing operational efficiency.
- Support the Director of Events in leading and developing the events team, providing guidance, training, and mentorship to event coordinators and junior staff.
- Ensure team members are effectively managing their responsibilities, providing feedback and conducting performance reviews in alignment with the department’s goals.
- Lead by example in fostering a positive, collaborative work environment that encourages creativity, innovation, and attention to detail.
- Collaborate with the Director of Events on creative event concepts, ensuring that each event is unique, tailored to the client’s vision, and reflective of the resort’s high standards.
- Stay updated on industry trends and new event innovations, helping to incorporate cutting-edge technology, themes, and service styles into the resort’s event offerings.
- Proactively contribute ideas for improving guest experiences, elevating event aesthetics, and introducing new event formats.
- Work with the Marketing team to ensure consistent brand representation across all event collateral, including brochures, invitations, social media content, and PR materials.
- Act as a brand ambassador during high-profile events, ensuring that the resort’s image and reputation are upheld in all client and guest interactions.
- Collaborate with Sales and Marketing to develop event packages and promotional materials that align with the resort’s overall marketing strategy and target audience.
- Ensure all events are in full compliance with local laws, health and safety regulations, and resort policies.
- Develop and implement risk management plans for events, including contingency plans for weather, technical failures, and other unforeseen challenges.
- Take responsibility for guest and staff safety during all events, ensuring that proper protocols are followed and that the event environment is secure.
- Ensure that all events incorporate sustainable practices, where possible, aligning with the resort’s commitment to environmental responsibility and ethical luxury.
- Work with vendors and the operations team to source eco-friendly products and services, without compromising on luxury quality or guest expectations.
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