Assistant Director of Catering and Conference Services

# Assistant Director of Catering and Conference Services

**Department:** Catering and Conference Services
**Position:** Assistant Director of Catering and Conference Services
**Reports To:** Director of Catering and Conference Services

## Position Summary

The Assistant Director of Catering & Conference Services supports the strategic and operational leadership of the Catering and Conference Services Department. This position is responsible for maximizing banquet, catering, meeting, conference, weddings and group event revenues while ensuring an exceptional luxury guest experience. The role assists in leading the planning, coordination, execution, and follow-up of all group meetings, social events, weddings, corporate functions, incentive programs, and special events.

The Assistant Director partners closely with Sales, Food & Beverage, Culinary, Banquets, Revenue Management, Rooms Division, and other operational departments to ensure seamless event execution that reflects the luxury standards and brand values of the resort.

## Essential Duties and Responsibilities

### Leadership & Team Development

- Assist in the leadership, coaching, development, and performance management of the Catering & Conference Services team.
- Foster a culture of luxury service excellence, accountability, collaboration, and innovation.
- Conduct regular departmental meetings, training sessions, and one-on-one coaching.
- Support recruitment, onboarding, succession planning, and talent development initiatives.
- Ensure departmental compliance with company policies and employment standards.

### Sales & Revenue Generation

- Support the achievement of annual catering and conference services revenue goals.
- Drive catering sales opportunities for corporate groups, social events, weddings, galas, and incentive business.
- Assist in developing pricing strategies that maximize profitability while maintaining market competitiveness.
- Review and approve proposals, contracts, banquet event orders (BEOs), and event agreements.
- Identify opportunities to upsell food, beverage, audiovisual, décor, ancillary services, and premium experiences.

### Event Planning & Execution

- Oversee the planning and coordination of group events from contract turnover through post-event review.
- Ensure flawless execution of events while maintaining luxury service standards.
- Monitor event timelines, room setups, banquet requirements, guest preferences, and special requests.
- Conduct pre-convention, pre-event, and post-event meetings with clients and operational teams.
- Resolve guest concerns and service recovery opportunities professionally and proactively.

### Client Relationship Management

- Develop and maintain strong client relationships with meeting planners, corporate clients, wedding planners, and travel partners.
- Participate in site inspections, familiarization tours, and sales presentations.
- Act as a primary contact for key accounts and VIP programs as assigned.
- Ensure high levels of client satisfaction and repeat business.

### Financial Management

- Assist in preparing annual budgets, monthly forecasts, and strategic business plans.
- Monitor departmental revenues, expenses, productivity, and profitability.
- Analyze financial reports and recommend corrective actions when necessary.
- Ensure accurate billing, deposits, contract administration, and event reconciliation.

### Operational Excellence

- Collaborate with Banquets, Culinary, Stewarding, Engineering, Housekeeping, and Front Office teams.
- Ensure all banquet event orders and event documentation are accurate and distributed timely.
- Monitor event space utilization and inventory management.
- Support implementation of brand standards and luxury service initiatives.
- Maintain awareness of market trends and competitive intelligence.

## Qualifications

### Education

- Bachelor's degree in Hospitality Management, Business Administration, Event Management, or related field preferred.
- Equivalent luxury hotel experience may be considered in lieu of degree.

### Experience

- Minimum 5 years of progressive catering, conference services, or event management experience.
- Minimum 2 years of leadership experience within an upscale or luxury hotel, resort, or destination property.
- Experience managing large-scale meetings, conferences, weddings, and high-profile events.
- Knowledge of luxury hospitality standards and group business operations.

### Skills & Competencies

- Strong leadership and coaching abilities.
- Exceptional communication and interpersonal skills.
- Advanced organizational and project management skills.
- Strong negotiation and client relationship management abilities.
- Financial acumen and budget management experience.
- Ability to prioritize multiple concurrent events and deadlines.
- High attention to detail and commitment to service excellence.
- Proficiency with Delphi, Opera, Salesforce, or similar hospitality systems.
- Advanced Microsoft Office skills.

## Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position:

- Regularly required to sit, stand, and walk for extended periods.
- Frequently required to move throughout meeting and event spaces.
- Ability to lift and carry up to 25 pounds occasionally.
- Ability to bend, reach, stoop, kneel, and climb stairs as needed.
- Visual ability to review event layouts, contracts, and operational documents.
- Ability to work flexible schedules including evenings, weekends, and holidays based on business demands.

## Americans with Disabilities Act (ADA) Statement

The employer is committed to providing equal employment opportunities to qualified individuals with disabilities. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position, provided such accommodations do not create an undue hardship on business operations.

Applicants and employees requiring reasonable accommodation to participate in the application process or perform essential job functions should contact the People & Culture Department.

## Work Environment

- Luxury hotel and resort environment.
- Fast-paced setting requiring frequent interaction with guests, clients, vendors, and team members.
- Exposure to banquet facilities, kitchens, meeting spaces, outdoor event venues, and administrative offices.
- May require attendance at special events, networking functions, and community activities.

## Success Factors

The successful Assistant Director of Catering & Conference Services will:

- Consistently exceed revenue and profitability goals.
- Deliver exceptional guest and client satisfaction scores.
- Develop strong internal partnerships across departments.
- Lead a highly engaged and high-performing team.
- Execute events flawlessly while maintaining luxury brand standards.
- Build long-term relationships that drive repeat and referral business.

Luxury Hospitality Focus: This role serves as a visible ambassador of the resort, creating memorable experiences that reflect the highest standards of service excellence, Hawaiian hospitality, and personalized guest care.

## Additional Information

**Schedule:** Due to the nature of the hospitality industry, employees are required to work varying schedules, including overnight, weekends and holidays, to accommodate the business and demands of the hotel.

**Your team and working environment:**
- Fast-paced, upscale, luxury hotel
- On-site presence is required for this position
- Close proximity to Hawaii Island's iconic coastal wonders. Hike around the world's tallest mountain, go deep-sea fishing and learn to surf with the pros.
- Hospitality employees worldwide making this a great place to develop lifelong connections

**Visa Requirements:** Must be legally eligible to work in the United States. The hotel is unable to assist candidates in obtaining U.S. work authorization.

**Our commitment to Diversity & Inclusion:** We are an inclusive company and our ambition is to attract, recruit and promote diverse talent.