Special Events Manager

Moonlight Basin Big Sky, MT
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There’s a side of Big Sky, Montana that speaks to those seeking something special. A vast 8,000 acre landscape where stunning natural beauty and an endless array of alpine adventures blend together to create a private club and mountain living experience like no other.

Whether it’s winter or summer, Moonlight Basin is something you won’t soon forget. The mountain scenery, the direct access to some of the finest skiing at Big Sky Resort, the hiking, the golf and so much more all add up to the perfect place to work and enjoy Montana.

Moonlight Basin is located right in the middle of the best things to see and do in Montana. You can visit Yellowstone National Park. Explore the national forest and wilderness lands. Come down to the town of Big Sky and shop, eat, and catch some music. Bozeman is a short drive and easily accessible by Skyline Bus.

Position Summary:

The Special Events Manager will be responsible for delivering the member and guest experience from event planning, to handling guest/ member requirements during meetings, private dinners, and special events, to post-event follow-up with guests/members. Key job duties include maximizing guest satisfaction and driving incremental revenue to the property. Where applicable, this role will also involve management and the active coaching of assigned F&B/Event associates.

Primary Job Duties:

·         Responsible for all aspects of special events from inception to completion and ultimate success of events.

·         Respond to wedding and special event inquiries, follow up on all leads, and send out complete information regarding the utilization of Moonlight Basin’s facilities and amenities to interested parties and promptly answer any questions.

·         Create form letters and emails to send to prospective clients.

·         Create full event management proposals to send to clients within twenty-four hours of receiving request.

·         Schedule and oversee site visits and tours of Moonlight Basin.

·         Identify "upselling" opportunities, provide client proposals and execute the logistical services sold.

·         Establish and maintain vendor relationships and communication.

·         Act as the on-site point of contact to manage and oversee vendors and communicate with clients during the planning and execution of events at Moonlight Basin.

·         Coordinate with the F&B team to meet the menu and staffing requirements of each event and work with other departments as needed to meet all event needs.

·         Manage associates working events including participating with associates’ direct manager in disciplinary action as necessary.

·         Responsible for ensuring all food, liquor, health/ safety regulations are adhered to during events.

 

·         Troubleshoot and handle problems at events the day of.

·         Develop methods to assess success of event and gather feedback.

·         Strategically market to local community and nationally.

·         Participate in the annual budget process by developing budget related to Special Events.

·         Assist with hiring event staff.

·         Develop and implement policies, training, and SOPs related to special events.

·         Administrative duties include but are not limited to creating BEOs, timelines, pull lists, etc. for each event, develop and maintain a master calendar of events, post weekly event schedule for associates.

·         Financial duties include preparing event budgets, monitoring expenditures, preparing invoices, reconciling accounts, coding and processing invoices, and making purchases within the designated event budgets.

·         Participate in and support company initiatives.

·         Identify challenges/ areas of improvement, propose solutions and implement changes as appropriate.

·         Oversee any special projects, as assigned by senior leadership.

·         Maintain a professional work environment at all times.

·         Demonstrate the highest level of customer service to internal and external costumers using verbal and written communication skills.

Qualifications:

·         Minimum of 5 years venue or hospitality experience, specifically banquet/catering, food service and/or event experience. Prior experience in a luxury hotel or private club preferred.

·         Completion of college level degree in hospitality, event management, communications, marketing, PR or other related field preferred.

·         High school degree required.

·         Precise attention to detail.

·         Able to manage and prioritize multiple tasks.

·         Self-motivated to meet deadlines, manage priorities, communicates challenges, and work with minimal supervision in a fast-paced environment.

·         Team player with a positive attitude

·         Excellent people skills.

·         Exceptional guest recovery skills.

·         Excellent organizational and time management skills.

·         Strong knowledge of MS Office, including Word, Excel, PowerPoint and Outlook.

·         Must possess a positive attitude and be a team leader.

·         Must be willing to participate in a learning environment.

·         Must integrate company values throughout all interactions.

·         Must be dependable and available to work within the resort on weekends, nights and/or holidays based on business demands.

·         Must comply with Moonlight Basin’s Dress and Grooming policies.

Expected Hours of Work

·         Punctuality and regular attendance required.

·         Must be available to work all shifts, weekends and holidays.

 

Physical Demands:

Position requires walking and standing most of the working day; must be able to stand and exert well-paced mobility for up to 12 hours in length.  Must be able to bend, stoop, squat and stretch to fulfill tasks. Requires manual dexterity, grasping, writing, standing, sitting, walking, repetitive motions, bending, and climbing.

Disclaimer:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

 

 

 
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