Assistant Director of Events

The key responsibilities of the role are:

Event Planning and Coordination

• Assist the Director of Events in the development and execution of the resort’s event strategy, ensuring alignment with brand positioning and guest expectations.
• Oversee detailed event planning, from initial concepts and timelines to post-event reviews, ensuring seamless communication between clients, vendors, and internal teams.
• Directly manage mid-sized events such as corporate retreats, social gatherings, and smaller weddings, ensuring smooth and efficient planning and delivery.
• Work closely with other departments, including Guest Services, Food & Beverage, and Housekeeping, to ensure cross-departmental alignment for all event needs.

Client Management & Guest Satisfaction

• Serve as the secondary point of contact for VIP clients, ensuring that their needs are met during planning and on-site event execution.
• Take ownership of key client relationships, particularly for events that require a higher level of day-to-day management, maintaining regular communication and delivering personalized service.
• Anticipate and respond to guest requests and preferences, ensuring that every detail is attended to and that each client’s vision is fully realized.
• Collect and analyze post-event feedback to assess client satisfaction and implement improvements for future events.

Event Execution & Operational Oversight

• Take accountability for the operational aspects of events, ensuring that all logistical details are handled smoothly, including set-up, staffing, scheduling, and on-the-ground coordination.
• Ensure that all events run on time, within budget, and adhere to the resort’s ultra-luxury standards, with a focus on operational excellence and guest satisfaction.
• Supervise and coordinate event staff, managing team schedules, roles, and responsibilities to ensure smooth event delivery.
• Work alongside the Director of Events during major events and serve as the acting leader in their absence, handling on-site challenges and last-minute adjustments with professionalism.

Vendor Relations & Contract Management

• Manage relationships with external vendors, ensuring timely and high-quality delivery of services, from catering to décor and entertainment.
• Negotiate with vendors to secure premium services at favorable terms, ensuring that all contracted services meet the resort’s brand standards for quality and luxury.
• Review and approve vendor invoices and contracts, ensuring all agreements are within budget and comply with the resort’s policies.

Financial Accountability & Budget Management

• Assist in creating event budgets and monitor expenditures throughout the event planning and execution process, ensuring strict cost control without compromising on service quality.
• Track event revenue and expenses, ensuring accurate financial reporting and accountability for all costs associated with event operations.
• Identify opportunities to increase profitability through upselling premium services and optimizing operational efficiency.

Team Leadership & Development

• Support the Director of Events in leading and developing the events team, providing guidance, training, and mentorship to event coordinators and junior staff.
• Ensure team members are effectively managing their responsibilities, providing feedback and conducting performance reviews in alignment with the department’s goals.
• Lead by example in fostering a positive, collaborative work environment that encourages creativity, innovation, and attention to detail.

Creative Concept Development & Innovation

• Collaborate with the Director of Events on creative event concepts, ensuring that each event is unique, tailored to the client’s vision, and reflective of the resort’s high standards.
• Stay updated on industry trends and new event innovations, helping to incorporate cutting-edge technology, themes, and service styles into the resort’s event offerings.
• Proactively contribute ideas for improving guest experiences, elevating event aesthetics, and introducing new event formats.

Event Marketing & Brand Representation

• Work with the Marketing team to ensure consistent brand representation across all event collateral, including brochures, invitations, social media content, and PR materials.
• Act as a brand ambassador during high-profile events, ensuring that the resort’s image and reputation are upheld in all client and guest interactions.
• Collaborate with Sales and Marketing to develop event packages and promotional materials that align with the resort’s overall marketing strategy and target audience.

Risk Management & Compliance

• Ensure all events are in full compliance with local laws, health and safety regulations, and resort policies.
• Develop and implement risk management plans for events, including contingency plans for weather, technical failures, and other unforeseen challenges.
• Take responsibility for guest and staff safety during all events, ensuring that proper protocols are followed and that the event environment is secure.

Sustainability and Ethical Practices

• Ensure that all events incorporate sustainable practices, where possible, aligning with the resort’s commitment to environmental responsibility and ethical luxury.
• Work with vendors and the operations team to source eco-friendly products and services, without compromising on luxury quality or guest expectations.