Events Meeting Manager

About Park James Hotel Park James Hotel is a luxury boutique property located in the heart of Menlo Park. Designed for discerning corporate, social, leisure, and local clientele, Park James offers refined accommodations, Oak + Violet restaurant, thoughtfully designed event spaces, outdoor venues, and elevated food and beverage experiences. The Event Meetings Manager plays a key role in ensuring contracted meetings, group programs, catering events, and special events are planned, detailed, communicated, and executed at a level consistent with the Park James brand and luxury boutique service standards. Position Summary The Event Meetings Manager is responsible for managing the planning, coordination, detailing, and execution of assigned group, catering, meeting, social, and special events after the business has been contracted. This role serves as the primary liaison between the client and hotel operations, ensuring all event details are accurately documented, communicated, and fulfilled. The ideal candidate is highly organized, polished, service-driven, and detail-oriented, with strong knowledge of banquet operations, event timelines, food and beverage service, guest room blocks, billing, vendor coordination, and internal hotel communication. This position requires the ability to manage multiple programs and deadlines while maintaining a calm, professional, and client-focused presence. Essential Duties and Responsibilities Event Planning and Client Management Serve as the primary planning and servicing contact for assigned contracted groups, meetings, catering events, social events, and special programs. Conduct detailed planning meetings, site visits, menu discussions, pre-event calls, and final review meetings with clients. Guide clients through all event details, including agenda, setup, menus, dietary restrictions, beverage service, room flow, signage, audio visual needs, vendor access, transportation, parking, billing, and timeline. Anticipate client needs and provide thoughtful recommendations that support the event objectives, guest experience, and Park James service standards. Maintain a polished and professional presence with corporate clients, executive assistants, social clients, VIP guests, vendors, and internal stakeholders. Ensure all client communications are timely, clear, accurate, and aligned with luxury boutique hospitality standards. BEOs, Resumes, and Event Documentation Prepare, revise, and distribute accurate Banquet Event Orders, group resumes, event timelines, diagrams, menus, and internal communication documents. Ensure all event documentation includes complete details for setup, service, menu selections, dietary notes, beverage arrangements, room turns, staffing needs, equipment, billing instructions, deposits, guarantees, vendor access, and special requests. Review contracts and turnover notes to confirm all sold arrangements are properly translated into operational documents. Maintain complete and organized event files so that the most current event information is accessible to all departments. Monitor all deadlines, including menu selections, final guarantees, rooming list updates, deposit due dates, final payment, vendor insurance, and event changes. Update internal systems promptly when event details change and ensure all impacted departments are informed. Operational Communication and Event Turnover Provide timely and complete transfer of event information to Banquets, Culinary, Food and Beverage, Front Office, Housekeeping, Engineering, Accounting, Sales, and other supporting departments. Lead or participate in internal turnover meetings, resume meetings, BEO meetings, pre-convention meetings, and post-event reviews as needed. Partner closely with the Director of Sales & Marketing and Sales team to ensure a seamless handoff from contract signing to planning and execution. Confirm that all operational teams understand client expectations, event flow, VIP needs, setup requirements, service standards, and timing. Communicate last-minute changes quickly and professionally while minimizing disruption to the guest experience and hotel operation. Support a collaborative environment between Sales, Catering, Culinary, Oak + Violet, Front Office, and other hotel departments. Event Execution and On-Site Support Conduct pre-function inspections to ensure event spaces, patios, meeting rooms, tables, linens, menus, place settings, bars, signage, audio visual, and overall presentation meet Park James standards. Be present for key event arrivals, transitions, meal periods, VIP programs, and complex events as business needs require. Monitor event setup, execution, refreshes, room turns, service flow, and breakdown to confirm the event is operating according to the BEO and client expectations. Partner with Banquet, Culinary, Food and Beverage, and Oak + Violet leadership to resolve concerns quickly and professionally. Serve as a visible and responsive client contact during assigned events while supporting the operations team and protecting the guest experience. Document and communicate any service recovery issues, client feedback, operational opportunities, or follow-up items after the event. Group Rooms, Billing, and Administrative Coordination Coordinate with the Sales and Front Office teams regarding group room blocks, rooming lists, arrival patterns, VIPs, billing instructions, amenity requests, and special accommodations. Work with Accounting to ensure deposits, master accounts, final payments, banquet checks, billing instructions, and post-event charges are accurate and timely. Review banquet checks and event charges for accuracy before final processing or client review when required. Support accurate forecasting, event updates, pace communication, and internal reporting related to assigned programs. Maintain accurate client, event, activity, and account information in the hotel's sales, catering, and property systems. Follow all hotel policies related to contracts, deposits, cancellations, insurance, payment terms, alcohol service, and event conduct. Minimum Qualifications To perform this job successfully, an individual must be able to perform each primary job function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Minimum 2 to 5 years of conference services, catering, event planning, hotel operations, or luxury hospitality experience required. Prior experience in a hotel, resort, private club, restaurant group, event venue, or luxury boutique property strongly preferred. Strong understanding of Banquet Event Orders, group resumes, event timelines, banquet operations, food and beverage service, room setups, guarantees, and billing. Ability to read and interpret contracts, group turnovers, proposals, menus, diagrams, and event documentation. Strong written and verbal communication skills with the ability to communicate clearly with clients and internal hotel teams. Excellent organizational skills and ability to manage multiple events, deadlines, and priorities at one time. Polished professional presence and ability to work effectively with corporate, social, VIP, and executive-level clients. Ability to work a flexible schedule based on business needs, including some early mornings, evenings, weekends, and holidays. Knowledge of Menlo Park, Palo Alto, Stanford, Silicon Valley, and Peninsula market preferred. Desired Skills and Competencies Luxury hospitality mindset and commitment to elevated service standards. High level of attention to detail and accuracy in written documentation. Strong client relationship skills and confidence leading planning conversations. Ability to anticipate operational needs and identify potential issues before they impact the guest experience. Calm, professional demeanor under pressure and ability to resolve concerns with discretion. Strong follow-through, accountability, and ownership of assigned programs. Ability to collaborate effectively with Sales, Catering, Culinary, Banquets, Food and Beverage, Oak + Violet, Front Office, Housekeeping, Engineering, and Accounting. Familiarity with hospitality systems and business applications preferred, including Tripleseat, Stayntouch, Canary, Microsoft Excel, Microsoft PowerPoint, and other related programs and applications relevant to the job duties. Strong understanding of luxury boutique hotel service, event flow, guest experience, and internal communication standards. Ability to balance client satisfaction, operational feasibility, and hotel profitability. Physical Requirements Ability to stand, walk, and move throughout the hotel, restaurant, meeting spaces, patios, and back-of-house areas for extended periods of time. Ability to conduct site visits, event walkthroughs, pre-function inspections, and event checks throughout the property. Ability to lift, carry, push, or pull items up to 25 pounds as needed. Ability to work at a desk and use a computer, phone, and standard office equipment for extended periods. Ability to bend, reach, stoop, and move safely through active event and service areas as needed. Work Environment This position operates in both an office and hotel operations environment. The role requires regular interaction with clients, guests, vendors, managers, and hourly team members. Schedule may vary based on event needs and may include early mornings, evenings, weekends, and holidays. The position requires a hands-on presence during key events and the ability to support a fast-paced, service-driven hospitality environment. Performance Expectations Ensure contracted events are planned, detailed, communicated, and executed with accuracy and professionalism. Prepare and distribute BEOs, resumes, diagrams, and event documentation by established deadlines. Maintain strong client satisfaction through timely communication, thoughtful planning, and high-touch service. Ensure complete transfer of information to all operating departments. Support smooth event execution through pre-function inspections, client communication, and operational follow-through. Maintain accurate event records, billing details, guarantees, and payment information. Represent Park James Hotel with polish, confidence, and luxury-level hospitality standards. Job Duties Disclaimer The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned. Equal Employment Opportunity Statement Park James Hotel is an equal opportunity employer. We are committed to creating an inclusive environment for all employees and applicants. Employment decisions are based on qualifications, experience, business needs, and merit, without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, age, disability, veteran status, or any other status protected by applicable law. Summary The Event Meetings Manager at Park James Hotel is a key client-facing and operations-focused role responsible for translating contracted business into seamless event execution. This position requires a polished hospitality professional who can manage details, communicate clearly, coordinate across departments, and uphold the service expectations of a luxury boutique property.

Pay:

$72,000.00 - $85,000.00 per year

Benefits:

401(k) Dental insurance Employee discount Retirement plan Vision insurance

Work Location:

In person