Executive Meeting Manager (EMM)

Location: Embassy Suites by Hilton Pittsburgh Downtown
Department: Sales & Catering
Reports To: Director of Sales

Position Summary

The Executive Meeting Manager (EMM) is responsible for the successful planning, detailing, coordination, and execution of group meetings, conferences, and events after the sales contract has been finalized. The EMM will support the Director of Sales and the Sales Team by managing the event detailing process for all contracted groups, preparing comprehensive Banquet Event Orders (BEOs), and serving as the liaison between the client and hotel operations. Working closely with all hotel departments, the Executive Meeting Manager ensures every event exceeds guest expectations while maximizing hotel profitability and maintaining Hilton brand standards.

Essential Responsibilities

• Serve as the primary point of contact for clients after contracts are executed through the completion of their event.
• Detail all contracted groups for the Sales Team, ensuring every aspect of the group's event requirements is accurately documented and communicated.
• Prepare, review, and distribute detailed Banquet Event Orders (BEOs), Group Resumes, and other event documentation for all group business generated by the Sales Department.
• Work collaboratively with the Director of Sales and Sales Managers to transition booked business into the planning phase while ensuring a seamless handoff from sales to operations.
• Conduct planning meetings with clients to determine meeting requirements, guest room blocks, banquet needs, audiovisual requirements, food and beverage selections, and special requests.
• Coordinate event details with Food & Beverage, Banquets, Front Office, Housekeeping, Engineering, Security, and other departments to ensure flawless execution.
• Conduct pre-conference meetings and communicate all group requirements to hotel leadership and operating departments.
• Monitor room block pick-up, attrition, and event timelines while identifying opportunities to maximize revenue.
• Upsell banquet services, catering enhancements, audiovisual equipment, and additional hotel amenities.
• Perform site inspections and participate in client presentations as needed.
• Respond promptly to client inquiries and resolve issues before, during, and after events.
• Review event billing for accuracy and coordinate with Accounting regarding deposits, payments, and final invoices.
• Ensure compliance with Hilton brand standards and Concord Hospitality service expectations.
• Develop positive relationships with repeat clients to encourage future business.
• Participate in weekly sales meetings, revenue discussions, and operational meetings.
• Assist the Director of Sales with special projects and departmental initiatives as assigned.

Qualifications

• Minimum of 2 years of hotel sales, catering, conference services, event management, or hotel operations experience in a hotel required.
• Previous hotel sales experience preferred.
• Previous Hilton brand experience strongly preferred.
• Experience with Delphi, OnQ PM, PEP, or similar hotel sales and property management systems preferred.
• Strong knowledge of banquet operations and group detailing.
• Excellent organizational, communication, and customer service skills.
• Ability to prioritize multiple groups and deadlines while maintaining exceptional attention to detail.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Ability to work flexible hours, including evenings and weekends, based on business demands.