Job Description

TITLE: Events Director

FLSA STATUS: Exempt W/ Commissions 

Location: Legacy Records

Reports to: Director of Culinary

Direct Reports: Reservationist, Events Coordinator, Events Captain

Key Relationships: Director of Culinary, General Manager, Director of Operations, Service Director, Chief of Staff, Partners, FOH/BOH Management, Director of Finance.

Position Summary

The Events Director is responsible for the scheduling and communication, both with guests and management, of all private events for all DHG Properties. They are responsible for prioritizing tasks, communicating effectively both with external clients as well as colleagues, problem solving, building long lasting relationships, and creating positive experiences for guests. The Events Director must work both independently as well as be comfortable managing others. This manager must have an understanding of culinary operations and will ensure seamless communication with kitchen teams. The ability to be strategic, flexible, proactive, calm under pressure, resourceful and efficient is a must. Superior written and verbal communication skills, strong decision-making ability, sense of urgency and attention to detail is crucial. Lastly, the Events Director is directly responsible for overseeing and managing the Private Events Department, including any coordinators and administrative team members.

Respond to all guest inquiries with efficiency, accuracy and hospitality while maintaining strong communication with all management teams. Ensure the successful execution of events and complete all associated tasks and transactions in a timely manner.

• Reply and vet all event inquiries within 48 hours via phone and/or email. Manage the sales cycle of an event from inception to completion, prioritizing all facets of event coordination.
• Responsible for booking all events, generating, negotiating and signing of contracts (in Tripleseat) and creating BEOs with the guest and menu planning, looping in the kitchen as needed.
• Responsible for reviewing events contracts and working with Director of Finance to update as needed.
• Oversee Events Coordinator who will manage group dining and VIP inquires.
• Provide strong communication to effectively deliver accurate messaging to all guests. Provide prospective guests with tours of all Private Dining spaces as needed.
• Responsible for preparing all BEOs with accuracy for all events, in advance.
• Provides updates to events as necessary with both Front of House and Back of House teams in order to ensure clear and constant communication, specifically with regards to special menus and staffing needs.
• Monitors all event calendars for DHG properties, with a focus on organization and accuracy.
• Responsible for the maintenance of Tripleseat, including converting leads, maintaining all documents, guest databases, and informational materials.
• Manage and oversee printing all menus, place cards, cocktail cards and other materials as necessary for all events.
• Directly oversee set-up and day-of coordinating and execution of events. Must be present at the beginning of all events to greet the client. If unavailable, GM or Service Director must be notified in advance.
• Coordinate with third party vendors (flowers, decorations, AV, security, etc)

Maintain a strong understanding of all financial and marketing components of DHG’s private dining programs to create excellent guest experiences and repeat guests.

• Demonstrates accuracy with the POS system to ensure all deposits and payments are made in a timely and correct manner. Ensure all guest checks are accurate.
• Reconcile events in TripleSeat and the POS system to ensure accuracy. If any errors Director of events will work with finance team and General Managers to correct.
• Responsible for guest follow up post-event to ensure guest satisfaction and to handle any outstanding billing items. Provide guest with a copy of receipt.
• Responsible for maintaining and updating event marketing materials and menus.
• Maintain and understand department financials, including bookkeeping and forecasting. Maintain a strong understanding of relevant marketing strategies.
• Develop and nurture client and community relationships.
• Maintain accurate knowledge on hours of operations, service and facility information.
• Responsible for keeping track of commissions for events team.

Essential Functions:

• Able to lift 30+ lbs
• Polished personal presentation: grooming meets Company standards, as outlined by Employee Handbook
• Communicates information effectively and efficiently
• Able to work nights, weekends and holidays, and variable schedule, per the needs of the business.
• Ability to walk, stand, and/or bend continuously and for extended periods as required to perform essential job functions.
• Ability to perform essential job functions under pressure, maintain professionalism when working under stress.
• Ability to utilize traditional software programs such as Gmail, Microsoft Office (Word, Excel, Outlook, and PowerPoint), LightSpeed, TripleSeat, and any additional systems as needed; ability to access and accurately input information using a moderately complex computer system.
• Strong written, verbal, and interpersonal communications skills including ability to listen attentively and to communicate information clearly and effectively.
• Demonstrated interpersonal, collaborative, and relationship-building skills; ability to interact positively. with teammates at various levels across the company and customers.
• Demonstrated ability to work well with cross-functional groups backgrounds.

Work Experience Requirements

• 5+ years’ experience as a Event Management or a similar caliber.
• Previous restaurant management experience required.

Education Requirements

• High School Diploma or GED required
• Bachelor’s Degree in Hospitality, Culinary Management, or similar subject, preferred

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