JOB PURPOSE

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The role of Assistant Director of Groups, Conferences and Events is to support the Director of Groups, Conferences and Events via leadership and driving commercial activities of the event sales and event planning teams. The role supports achievement of all key targets and budgets, designing and implementing key strategies to drive group, event and related revenues.

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The role supports to promote, qualify, sell, plan and controls all hotel event spaces, It builds up powerful customer relationships that deliver repeat business and maximises revenue through actively looking for upsell opportunities for the team before contracting and additional upselling opportunities within confirmed business. The role also takes responsibility for training of new and junior team members and to implement training schedules to ensure that the team is providing an outstanding service to our guests, to assist in making Hilton Sydney the market leader.

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RESPONSIBILITIES

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Leadership

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·         Lead the team in line with Hilton's global Promise to our Team Members

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·         Develop a culture focused on the core Hilton values.

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·         Communicate effectively within the commercial department as well as within hotel departments

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·         Ensure attendance at key commercial and hotel meetings

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·         Develop talent within the team and continue to grow the team's overall competencies

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·         Ensure succession plans are in place for entire team

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·         Address performance challenges in a supportive, timely and decisive manner

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·         Recruitment and selection of the team

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Specific Duties

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·         To support the event sales team, specifically the Senior Event Sales Managers, in achieving the hotel commercial goals. Perform Event Sales duties to assist with the operational needs of the business.

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·         To lead event management team for all events and produce accurate event orders with revenue forecasted correctly in all fields

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·         To ensure accurate and up to date customer information in Event booking systems. Adhering and maintaining systems in line with best practices and standards

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·         Conduct informative site inspections and menu tastings with organisers, account influencers

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·         To ensure event orders are prepared in a timely manner and in accordance to operations rostering

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·         Updating and maintaining accurate account profiles in the database systems e.g. Delphi etc.

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·         To build relationships with clients and develop an understanding of their needs and requirements and provide solutions to match in order for a successful event

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·         To account manage 5-10 MICE accounts

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·         To liaise, support and effectively communicate organisers on site requirements to the operations teams. To ensure successful events and thus secure repeat business

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·         To organise and prioritise work in order to ensure guaranteed response times and deadlines are met

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·         To ensure all deposits are received and paid in accordance to contract terms

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·         To ensure and finalise all events invoices are accurate and sent to client in a timely manner

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·         To ensure the work of outside contractors for specialised services and to ensure they adhere to all legal requirements in relation to good working practices

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·         To develop successful customer partnerships and secure repeat business

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·         To develop and maintain a broad range of product knowledge about the Hotel

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·         To communicate effectively with all hotel departments to ensure the smooth running and success of all functions, including production of detailed function sheets and menus

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·         To conduct effective pre-conference meetings and post event meetings and calls

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·         Ensure smooth transition of account files from Convention sales to Event team and keep the client informed accordingly.

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·         To run the weekly BEO meeting and working closely with the Events Operations team

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·         To attend hotel and commercial meetings as required

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·         To ensure all legal requirements in terms of Health and Safety, Licensing, are strictly adhered to

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·         To ensure that the team is trained to provide an outstanding service to our clients

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·         To ensure that the team has the latest information on hand to provide an outstanding service to our clients

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Commercial Strategy and Revenue

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·         All duties and processes to be carried out in line with Hilton brand standards/guidelines

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·         Support in the design of the hotel business strategy  

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·         To be aware of the key revenue goals and targets of the department to focus all upsell opportunities to achieving these goals

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·         Support Director of GCE in producing annual budget, monthly and weekly forecasts

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·         To maximise profitability using the event management system and events diary

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·         Effective diary management and selling strategies for additional requests

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·         Effective negotiation on rates according to selling Strategies for additional request after contract

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·         To understand the profit impact of the event

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·         Actively maximising revenue through upselling

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·         To achieve conference accommodation and event sales in line with targets and contractual terms

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·         To maintain standards for administration and operations to ensure client satisfaction while still achieving profit targets

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·         To conduct post follow up meetings and calls for feedback and opportunity for repeat and future business

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·         To liaise closely with the Finance Department to ensure all company procedures in relation to credit, accounts and billing are adhered to

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·         Participation in prospect/GRC meeting

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·         Understand and monitor market trends, competitor activity, and economic influences 

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Team, Teamwork and Communications

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·         To assist the Director of GCE in ensuring that all targets and standards are met in the team

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·         Conduct Performance Development Reviews for the team members – mid-year and end-of-year.

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·         To lead the team to achieve the sales revenue target and maximise on function yields.

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·         Effectively control manning levels, labour costs and all other expenses.

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·         Create succession plans for all direct report positions

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·         Address performance issues in a supportive, timely and decisive manner

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·         Develop and maintain a strong culture in line with Hilton Purpose platform and focused on team, conferencing sales, the client experience and revenue

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·         Recruitment and selection of the Event Service team

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·         In charge of the training and development of new team members and junior team members

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·         To develop a good working relationships with all events operating outlets.

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·         Work and cooperate with the commercial team and other departments and offer support and assistance when necessary

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·         Attend designated training programs

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·         To undertake any reasonable request made by the Management

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·         To work and co-operate with others actively, taking part in departmental meetings, team briefings and project work to ensure the team achieves overall goal

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·         To actively work as a member of the team, contributing to maximising revenue and generate business

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·         To deliver outstanding customer service whilst ensuring a clear and effective line of communication is maintained with all relevant departments within the Hotel

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·         Respond to and manage departmental change as required by the hotel, Hilton Worldwide, government legislation or industry trends

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·         To perform any other related duties and special projects as assigned by the Hotel.

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·         Maintain up to date knowledge of uses/applications of all sales and Events systems

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·         Undertake all reviews of standards & procedures as necessary

What are we looking for? 

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·         A team leader, with a passion for customer service and commercial results

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·         Strong communication skills

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·         Self-motivated and able to work effectively without constant supervision

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·         Creates an environment of learning, enjoyment and involvement where the team freely contribute

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·         Outstanding team player and team leader

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·         Minimum three years’ experience in a similar role and tertiary qualifications

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·         Able to take management direction and works well with a team and to lead a team to achieve goals

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·         Previous experience in event sales/ management, with innovative sales initiatives delivery techniques

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·         Strong selling and lead management skills, and an understanding of closing the sale

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·         Demonstrated attention to detail, while multi-tasking and delivering work on time

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·         Ability to meet and conduct effective site inspections of the Hotel and facilities

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·         Ability to work productively despite multiple interruptions

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·         Ability to be customer focussed and find solutions to exceed customer requirements

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·         Demonstrates positive involvement and interaction with the overall Hilton team both at an individual, team & leadership level.

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·         Relevant systems and software knowledge