Executive Meeting Manager

Why us?

Sage Hospitality Group is set to hire an Executive Meeting Manager at Hotel Van Zandt in Austin, Texas!

Located in the Rainey Street District, Hotel Van Zandt features 319 guest rooms and more than 25,000 square feet of meeting space. You can enjoy live music at our featured restaurant onsite, Geraldine’s, host pool parties, or check out one of the many pop-up events. Join us here to make a difference!

As part of Sage Hospitality Group, we passionately strive to be the best and create excellence in everything we do. We believe in enriching lives one experience at a time. More than a slogan, we empower our employees to make positive impacts on the communities in which we live and work. By providing genuine service we build relationships with our guests and value for our shareholders, and we create unforgettable experiences.

We are looking for independent thinkers. Those who harness their entrepreneurial spirit so that it breaks preconceived notions. We’re not afraid to forge our own path. After all, it’s what industry leaders do. That’s why we welcome risk takers and creative spirits alike. No matter your daily role, Sage recognizes that your success is about more than the work you do—it’s really about who you are, which is why we invest in your personal and professional growth. We hope you consider joining us!

Job Overview

The Executive Meeting Manager serves as the primary liaison between clients, sales teams, restaurant partners, and hotel operations to ensure flawless execution of meetings, events, private dining experiences, and group programs. This position is responsible for planning, detailing, and executing all assigned group and catering business while actively driving revenue through small-market catering sales, private dining room (PDR) bookings, and repeat-event opportunities.

The Executive Meeting Manager owns the client experience from start to finish and serves as the operational and planning expert for meetings, events, room blocks, banquet functions, and group programs. This role works closely with Sales, Banquets, Culinary, Food & Beverage, Front Office, and restaurant leadership to maximize guest satisfaction, operational excellence, and total hotel execution.

Responsibilities

- Solicit, negotiate, and book new and repeat catering and event business through outside sales calls, networking, telemarketing, mailings, referrals, and other revenue-generating activities.

- Develop new accounts, and maximize revenue from catering and banquet space.

- Respond to leads promptly; follow up on new leads within 48 hours and on contracted business within five working days.

- Build strong client relationships, maintain accurate customer profiles and trace systems, and identify rebooking and repeat-business opportunities.

- Plan and detail each event with the client, including space requirements, timelines, menus, equipment, décor, themes, room blocks, and all other function needs.

- Prepare contracts, banquet event orders, and required event documentation; maintain organized, accurate, and current client files.

- Coordinate event planning and execution with Banquets, Culinary, Food and Beverage, Front Office, Engineering, Housekeeping, and other hotel teams to deliver events that exceed client expectations.

- Conduct site inspections, attend functions as needed, and proactively resolve event issues, guest concerns, and operational changes to ensure a quality experience.

- Optimize use of banquet space, menus, and upsell opportunities to meet or exceed catering revenue, productivity, and activity goals.

- Prepare status, forecasting, and period-end reports; manage time and expenses responsibly to maximize selling time and return on investment.

- Maintain current knowledge of hotel products, menus, pricing, policies, procedures, local market conditions, and competition to strengthen sales strategies. Communicate professionally and positively with guests, clients, and associates; represent Hotel Van Zandt with integrity, sound judgment, and a service-focused approach.

- Achieves a minimum a 90% of productivity goals and 100% of activity goals, as established by management.

- Develops customer profiles and maintains as effective trace system including trace dates and references, in order to best meet client needs, resulting in superior account service and increased revenues.

- Maintain a neat, clean, and business-like appearance and contribute to a positive, collaborative team environment, and event-related issues in a proactive and service-focused manner.

- Ensure all contractual obligations, service commitments, and client expectations are fulfilled.

Small Market Catering Sales

- Solicit, negotiate, and book local catering business, including corporate meetings, nonprofit events, social celebrations, receptions, holiday events, and community gatherings.

- Identify opportunities to grow catering revenue from local businesses, community organizations, and existing hotel clients.

- Execute proactive sales activities including prospecting calls, networking events, client appointments, referrals, and relationship-building initiatives.

- Maintain a strong pipeline of catering opportunities and accurately manage all sales activities within designated systems.

- Develop creative solutions and customized proposals that maximize revenue while meeting client objectives.

- Actively pursue repeat business and rebooking opportunities.

Private Dining Room (PDR) Sales & Management

- Serve as the primary sales contact for all Private Dining Room opportunities within Geraldine's and other designated restaurant venues.

- Respond to PDR inquiries promptly and professionally while converting leads into confirmed bookings.

- Collaborate closely with restaurant leadership to maximize utilization of private dining spaces and increase food and beverage revenue.

- Develop and maintain private dining packages, menus, promotional opportunities, and sales strategies.

- Ensure all PDR events are properly contracted, detailed, communicated, and executed.

- Track PDR performance metrics and identify opportunities to increase booking pace, average check, and overall profitability.

Revenue & Business Management

- Maximize meeting space utilization and banquet revenue through strategic event placement and yield management practices.

- Consistently identify upselling opportunities related to menus, bars, audiovisual services, décor, room rentals, amenities, and ancillary revenue streams.

- Monitor pace, booking activity, catering production, and revenue forecasts.

- Prepare weekly, monthly, and period-end reports as required.

- Maintain accurate Delphi, CI/TY, or designated sales and catering system information.

- Achieve or exceed individual production, activity, conversion, and revenue goals established by management.

Client Relations

- Develop strong client relationships that drive customer satisfaction, loyalty, and repeat business.

- Maintain accurate customer profiles, booking histories, preferences, and trace systems.

- Deliver exceptional hospitality and personalized service throughout the planning and execution process.

- Represent Hotel Van Zandt professionally at community functions, industry events, networking opportunities, and client engagements.

Collaboration & Leadership

- Partner effectively with Banquets, Culinary, Food & Beverage, Front Office, Engineering, Housekeeping, Revenue Management, and restaurant leadership.

- Participate in weekly forecast meetings, resume meetings, banquet meetings, and operational planning discussions.

- Foster a collaborative environment that supports departmental and hotel-wide success.

- Positively represent Sage Hospitality's culture, values, and commitment to guest service excellence.

Performance Expectations

- Achieve or exceed catering sales, PDR revenue, meeting management, and detailing goals established by hotel leadership.

- Maintain a minimum of 90% productivity goals and 100% of activity goals as established by management.

- Achieve high client satisfaction scores and positive event execution results.

- Maintain accurate customer profiles, trace systems, and follow-up practices that support repeat business and revenue growth.

- Deliver exceptional event execution through strong planning, communication, and operational collaboration.

Qualifications

Education/Formal Training

- More than two years of post-high school education preferred.

Experience

- Minimum two to four years of experience in hotel catering sales, conference services, event management, restaurant private dining sales, or hotel group sales.

- Experience detailing group business and managing meeting logistics preferred.

- Experience with private dining sales, restaurant events, and social catering preferred.

Knowledge/Skills

- Strong knowledge of catering operations, conference services, banquet management, food and beverage operations, and hotel group sales.

- Advanced event planning, organization, and project management skills.

- Excellent negotiation, selling, client relationship, and presentation skills.

- Strong financial acumen with understanding of revenue optimization and space utilization.

- Ability to manage multiple priorities in a fast-paced environment while meeting deadlines.

- Strong written and verbal communication skills.

- Working knowledge of Delphi and Opera, and other comparable hotel sales and catering platforms like Cvent, Engine, and others.

- Ability to identify creative revenue opportunities and maximize total account value.

- Excellent problem-solving and decision-making skills.

- Reliable transportation and valid driver's license required for local sales activities.