Event Specialist

5 months ago

Toronto, Canada The Drake Full time

Celebrating its 20th anniversary this year, The Drake is a growing Canadian hospitality brand focused on lifestyle hotels, food + drink and special events. We’re more than a place to sleep, eat + drink; we believe culture and community matter and are committed to an exceptional hospitality experience delivered in our signature style; one that is genuine, personal, memorable and embraces the energy of discovery. We value honesty and spontaneity because that's the stuff of real connection and believe that hospitality is an act of care. The Drake Hotel (Toronto), Drake Devonshire Inn (Wellington, Prince Edward County), and Drake Motor Inn (Wellington, Prince Edward County) are each reflective of their respective neighborhoods as inclusive hubs for unique and diverse experiences through art, culture and hospitality with great seasonal menus, a robust cocktail list, carefully curated curiosities, and genuine hospitality excellence for all.

The objective of the Event Specialist is to detail, manage, and execute as many successful functions as the business will allow. They will receive all client files once confirmed by the Sales team. The Event Specialist will ensure that a smooth/clear transition from sales to coordination takes place in a timely fashion. The Event Specialist’s role ensures that events are executed smoothly with client needs/wants/concerns being addressed and mitigated accordingly. They are responsible for ensuring that every booking is an operational win by ensuring timely + thorough communication occurs inter-departmentally, and that Drake Services standards and best practices are being adhered to at all times.

**Responsibilities**
- Coordinates and details all catering needs, conference service activities and client specifications to deliver smooth execution of meetings and events.
- Responsible for maximizing food and beverage revenues from assigned groups by solicitation of affiliate business and up selling.
- Work with Event Sales Managers to improve and uphold consistent event coordination standards
- Attend weekly BEO meetings with culinary + operations teams
- Responsible for the creation of Cost Estimates, BEO’s, Kitchen Run Sheets and invoices for each event
- Print menus and labels for special event groups
- Maintain contact and effective communication throughout the planning process to ensure the highest level of guest satisfaction for all clients
- Ownership of event staffing needs via Operation Managers
- Ownership of booking AV techs + coordinating tech needs with the AV department
- Accountable for all rental and equipment needs via Rental Partners
- Conduct event briefings with all staff and management onsite, prior to event
- Be present at all events and act as clients point of contact. Working with the events staff to set up the event and liaise with the Operations Team for seamless hand-off to close the event
- Handle final billing and reconciliation of full event
- Client thank you cards, survey and warm referral offering
- Assist with development of targeted client mailing lists and manage the client data base
- Enters new menus and pricing updates in Tripleseat
- Create + update event coordination training resources when needed
- Monitor sales collateral + menu offerings to ensure that they are accurate and current
- Liaise with Event Sales Managers to create necessary packages, blitzes + outreach programs to ensure that the sales pipeline is always active
- Conducts site inspections showing events spaces and guestrooms with in-depth knowledge of Drake ethos + space capabilities
- Assist Event Sales team member with tours, package information, capacity information + recommended vendor information as requested and as necessary to support the team
- Leads as an example, and follows all property best practices and procedures exactly

**Requirements**:

- Effective oral and written communication skills.
- Professional presentation and recognized ability for persuasive sales.
- Ability to set and execute high standards of performance.
- Advanced organization and planning skills and the ability to respect tight schedules.
- Ability to multitask and manage a heavy event portfolio
- Beneficial to have working knowledge of Excel, Triple Seat, Opera Sales and Catering, Silverware
- Special event employees may be required to work varying schedules to reflect the business needs of the properties and events._

**Benefits**

We pride ourselves in providing strong leadership and development opportunities for passionate hospitality professionals who are looking to build rewarding, long-term careers. Drake offers a competitive compensation and benefits package, employee discounts, training + development support and many other unique perks as a part of joining the Drake team.

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