Special Events Manager

US-MT-Big Sky
2 weeks ago
Job ID
2017-1617
# of Openings
1
Category
Member Services

Overview

Yellowstone Club is paradise in Montana.  A private residential community in Big Sky, Montana, Yellowstone Club offers its Members the world’s only private ski and golf community.  With fabulous skiing and snowboarding and the most gorgeous spring and summer weather to enjoy the 18-hole golf course, rivers, hiking, biking, and more, our Members love being a part of this exceptional community.  Our employees make the Yellowstone Club experience come alive.  If you would love being a part of the Montana charm and providing the highest level of guest service, ensuring no detail is too small to overlook, and being a part of creating experiences, then Yellowstone Club is looking for you.

 

We are currently hiring for opening in our Member Services department for a Special Events Manager. The Special Event Manager oversees and organizes details of the special events of Yellowstone Club such as conferences, weddings, birthdays, anniversaries, charity events, surprise parties, sales meetings, business meetings, employee appreciation events, and other events as assigned to the standards of Yellowstone Club.

 

 The Special Event Manager position performs the following:

  • Set, communicate and maintain timelines and priorities for each event
  • Work with suppliers, contractors, employees, vendors, managers, and many other parties to coordinate the event timelines
  • Assist with negotiations for clients and vendors including, but not limited to; food and beverage, supplies, equipment and signage, décor, flowers, props, staging, transportation and more to meet quality standards and Yellowstone Club expectations
  • Manage correspondence with Members about their events and offer suggestions to ensure their requests can be met
  • Interfaces with other departments in order to meet Member requests to ensure adequate staff members are scheduled and the venue is set up appropriately and on time
  • Track Member Services department finances including check requests, invoicing, and reporting
  • Conduct onsite inspections and advance preparations for events
  • Development and manage, production and delivery of event from proposal right up to delivery
  • Deliver events on time, within budget, that meet/exceed expectations
  • Ensure that the event venue is “show ready” and staged for all events
  • Manage, coach and schedule event staff in cooperation with Food & Beverage and Culinary staff to ensure they are providing “best in class” service - performing assigned tasks, are in uniform, and serving our Members and guests appropriately and promptly
  • Oversee hiring, training and scheduling of Member Services Events staff
  • Ensure proper planning, acquiring and setup of furniture/fixtures, equipment, decorations, and any other necessary items for the events
  • Propose new ideas to improve the planning and implementation process or to refresh future events
  • Take ownership of the event, do what is needed without being asked, have strong follow through and communication skills throughout the event from inception to completion
  • Be organized and detail oriented, utilizing checklists or other systems to ensure no task is left undone; anticipate events and plan ahead; prepare for the unexpected; remain focused on the end result
  • Remain calm under pressure; Handle crisis management as it unfolds and remain flexible to change as events happen
  • Find solutions to any problems that arise concerning services
  • Ensure services are billed correctly and noted on Member statements
  • Oversee the Floral needs of the department and for Yellowstone Club
  • Source, coordinate and manage outside vendors providing services for our events
  • Provide leadership, motivation, direction and support to the Member Services Events team
  • Organize and manage cleanup and breakdown of the event upon completion
  • Manage food/beverage costs, purchases, and inventory flow for day to day and Member Services Events operations

 

Qualified candidates must have:

  • Bachelor’s Degree in Hospitality, Marketing, Business or similar field10+ years in Special Events, Catering Sales, or Catering Management at a similar property or Club
  • Comprehensive knowledge of world class hospitality and service management
  • 3+ years of staff management experience or equivalent
  • Strong understanding of marketing and promotion techniques
  • Creative, enthusiastic, and passionate about events and event planning
  • Ability to come up with fresh ideas, strong organization skills and a leaves nothing to chance attitude with regard to event planning
  • Must be detail oriented, capable of managing multiple priorities, and have an ability to work in a fast-paced environment
  • Strong communication and correspondence skills with management, staff, Members, and vendors
  • Intermediate knowledge of Microsoft Office systems
  • Valid State Driver’s License

 

The position offered is a full-time, year-round position located in Big Sky, MT.  Yellowstone Club offers great benefits including medical, dental, vision, a 401k program with company match, a free ski pass in the winter, free transportation from Bozeman to the Club upon hire, a complimentary meal each day, ski days each month for employees to enjoy the mountain, and outdoor activities to enjoy in the summer months. Plus, you get to work at one of the most incredible places on earth.  For more information about the Club, visit www.yellowstoneclub.com.

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