Executive Meeting Manager

Viceroy Hotels & Resorts offers a fresh take on hospitality, centered on the richness of experiences and cultural connection. A leader in modern luxury, Viceroy is committed to creating unique, immersive experiences that allow guests to craft unforgettable narratives rooted in the authenticity of each destination. Viceroy’s portfolio of hotels and resorts can be found in a diverse array of breathtaking and inspiring locations including Los Cabos, Santa Monica, Chicago, Riviera Maya, Kopaonik, Snowmass, Washington D.C., St. Lucia, and Portugal’s Algarve, with a forthcoming resort in Sun Valley, Idaho slated to open in summer 2026. 

Viceroy Santa Monica, CA

The Executive Meeting Manager is responsible for effectively soliciting and becoming familiar with all accounts in his/her market segments. He/she is also responsible for prospecting and closing on assigned accounts/territory to positively impact hotel revenues. 

• Respond to Group and Day of Catering inquires immediately
• Prepare and submit required reports in a timely manner
• Have comprehensive knowledge of all operational departments within the hotel.
• Know Hotel inventory and meeting room setups and capabilities
• Prepare and send requested collateral, proposals and contracts to potential clients
• Coordinate all details pertaining to Rooming Lists to include room types, shared rooms, room locations and ADA rooms and room billing etc.
• Coordinate all details to appear on each BEO. Details to coordinate may include meeting room set up specifications, banquet food & beverage items and AV and billing details
• Conduct site inspections; entertain qualified potential clients in accordance with company policies
• Document and report all sales activities
• Maintain accurate, legible records and files to provide group history, ensure future and current quality service and enhance future prospects
• Participate in community and professional organizations to maintain high visibility and promote sales
• Resolve any issues, complaints, and /or problems to ensure quality product delivered and customer satisfaction
• Perform special projects and other responsibilities as assigned and participate in local and in-house committees.
• Keep immediate supervisor fully informed of all problems or matters requiring his/her attention
• Work with other F&B managers and keep them informed of F&B issues as they arise.
• Work with other departments within the hotel to provide quality service to customers.
• Quotes prices for meeting inquiries and works with respective Sales leadership at the property (i.e. DOS Catering Manager) to handle small groups of less than 15 rooms or less.
• Skills/Knowledge Required:
  • Requires excellent communication skills, both verbal and written (good grammar) and , in the primary language of the workplace (English)
  • Previous Hotel catering or Sales experience preferred
  • Must possess basic computational ability
  • Must possess basic computer skills
  • Knowledge of computer accounting programs, math skills as well as budgetary analysis capabilities desired
  • Knowledge of Sales/Hotel policies and procedures and the ability to determine course of action based on these guidelines
  • The ability to investigate and analyze current activities or information in the sales field and make logical conclusions and recommendations
  • Strong communication skills in terms of the ability to negotiate, convince, Sell and influence professionals and hotel guests
  • Knowledge of hotel food and beverage operations in a luxury environment preferred
  • Capable of offering a charismatic style of service tailored to specific guests and their needs
  • Maintain composure and positive attitude in high pressure situations
  • Learn and retain detailed product knowledge
  • Friendly and able to build a rapport with guests to establish future business
  • The ability to listen to, assess, and appropriately respond to information conveyed through speech
  • The ability to convey technical information through writing to a nontechnical audience so the recipients easily understand the information and can quickly and correctly apply it
  • Strong attention to detail
  • Knowledge in local travel markets
  • The ability to creatively sell hotel space
  • The ability to attend regularly scheduled meeting conducted at the hotel
  • Use feedback from client evaluations to improve service and quality.
  • Due to the nature of the hospitality industry, he/she may be required to work varying schedules to reflect the business needs of the hotel, guest or groups based on operational needs
  • Allocate time appropriately with an intense focus on sales goals and objectives.
  • Develop/maintain knowledge of market trends, competition and customers.
  • Effectively attain assigned sales and revenue goals as well as solicitation call goals.
  • Monitor and evaluate trends within your market segment.
  • Develop a full working knowledge of the operations and policies of the hotel and applicable departments.
  • Follows proper event management procedures for event execution to include but not limited to BEO creation F&B forecasting resume communication and room block management
  • Accurately produces and/or reviews all catering contracts and/or banquet/catering event orders
  • Listens and reads the customer; identifies needs and responds accordingly
  • Prospects for new business through individual creativity and innovation; identifies potential leads by using a wide variety of means/tools.
  • Weighs the value of each piece of business against hotel objectives at daily RevMax meeting
  • Utilizes yield management techniques by negotiating room rates and function space commitments to enhance the hotel’s financial performance
  • Uses Revenue Management resources to help make informed decisions and maximize revenue
  • Understands sales strategies and tactics of competitor hotels; effectively capitalizes on hotel’s strengths and competitor’s weaknesses
  • Looks for ways to improve processes and enhance sales systems
  • Responds to all leads and RFPs within 6 Hours
  • Maintains accurate and timely internal hotel communication
  • Conducts site inspections local sales calls and attends appropriate trade shows and client events
  • Promotes hotel through personal involvement in community and business networking organizations
  • Maintain strong visibility in local community and industry organizations as applicable.
  • Attend daily/weekly/monthly meetings and any other functions required by management.
  • Perform any other duties as requested by the General Manager or Director of Sales.
  • Demonstrates awareness of established goals for each department and the role played in Sales process to achieve and/or exceed these goals.
  • Answers phones; qualifies incoming inquiry calls and ensures all inquiries are dealt with accurately timely and in a professional manner.
  • Maintains Sales system (i.e. Delphi) docs and ensures consistent accurate and working properly.
  • Assists managers on creative projects including proposals direct mail pieces invitations special events etc.
  • Maintains timely and effective paper flow and communication within department and to other departments.
  • Maintains flow of sales contracts through proper distribution to client team and to appropriate dept. head.
  • Must be able to push and pull carts and equipment up to 250 lbs. occasionally
  • Requires grasping, writing, standing, sitting, walking, repetitive motions, bending, climbing, listening and hearing ability and visual acuity

This posting in no way states or implies that these are the only duties to be performed by the colleague occupying this position. Colleagues will be required to perform any other job-related duties assigned by their supervisor.

Viceroy Hotel Group is a leading hotel company that combines desirable location, unique design, destination dining and personalized service that touches the heart and soul of our guests. As an industry leader in creativity and innovation, our hotels draw upon the diverse backgrounds and talent of our extraordinary team for optimal success. EOE

• Physical Requirements:

• Position requires walking and giving direction most of the working day; must be able to stand and exert well-paced mobility for up to 8 hours in length. Length of time of these tasks may vary from day to day and task to task

• Must be able to bend, stoop, squat and stretch to fulfill tasks

• Must be able to lift up to 30 lbs. on a regular and basis

• Must be able to lift trays of food or food items weighing up to 30 lbs. frequently

• Qualification Standards:

Education: Bachelor’s Degree in Hotel Management preferred. High school or equivalent required

Experience: Previous experience in a Hotel sales department or similar position preferred. 1-2 years of previous Sales/Catering Sales experience required.

Grooming: All colleagues must maintain a neat, and well-groomed appearance (specific standards will be provided)