Job Description

Position Title: Event Manager

Job Group: Sales

Reports to: Senior Special Events Sales Manager

Principle Function:

As the Events Manager, you play a pivotal role in crafting distinctive dining experiences through effective sales initiatives and active involvement in the planning and execution of catered functions. Your close collaboration with clients, as well as with the sales, culinary, and operations teams, ensures seamless coordination and flawless execution of events, aligning with client expectations and specifications.

Your primary focus is on developing, implementing, and evaluating revenue objectives outlined in the unit's annual marketing plan. This entails directing and managing sales activities to achieve revenue targets and align with the top-line financial forecast. You will strategically cultivate sales opportunities within existing business segments while also devising tactics to attract new clientele.

Additionally, you will provide essential support in event planning and preparation, anticipating attendance levels to facilitate logistical arrangements. During events, your hands-on management and oversight in the areas of service and F&B operations ensure exceptional delivery and guest satisfaction.

Your dedication to excellence and expertise contribute significantly to the success of our catering services at Shedd Aquarium, enhancing our reputation for delivering unparalleled dining experiences.


Responsibilities, Supporting Actions and End-Results:

Drive unit profitability and maximize Sodexo Live!'s catering revenue through creative sales techniques and customer focus.

  • Serve as a liaison to Sodexo Live! clients' sales, marketing and event team; Work with client management staff in effective hand-off of venue customers to ensure positive relations and effective communication with meeting planners, group leaders and event organizers.
  • Assist in site visits and fam trips.
  • Work with clients to conceptualize and plan catered functions according to their specifications.
  • Support marketing department at various functions, with on-site public relations, promotional activities and assisting with special events.
  • Maintain detailed records of account payment activity and oversee billing and collections.
  • Assist Banquet Manager (or other operations managers) and Chef in planning menus and aid in the creation of specialty menus and theme functions.
  • Assist in the planning and coordination of events, ensuring all client expectations and specifications are met.
  • Coordinate logistics, including but not limited to venue setup, equipment rental, and transportation arrangements.
  • Establish and maintain accurate filing and posting systems for past, tentative and upcoming events.
  • Communicate and disseminate critical event information to department heads and staff members and distribute detailed function sheets at weekly staff/BEO meetings.
  • Work with selected vendors to arrange for the rental of tables, A/V, game equipment, linens and other needed items per event specifications.
  • Book or recommend décor and entertainment providers such as photographers, florists, bands, speakers or specialty acts, as requested by customer.
  • Ensure vendors and temporary staff compliance with mission and vision of Shedd Aquarium as well as compliance with Sodexo Live! standards.
  • Maintain accurate records of client communications, contracts, and event details.
  • Assist with invoice preparation and processing, ensuring timely and accurate billing.
  • Assess opportunities and create action plans to improve sales, service, quality and profitability of venue.
  • Collaborate with the sales team to develop strategies for achieving revenue objectives.
  • Provide support in generating leads and following up with potential clients.
  • Drive competitive set review and analysis.
  • Seek out customer feedback and respond to customer needs to improve retail services; Intervene in instances of guest dissatisfaction.
  • Continuously assess and improve sales processes and strategies to optimize performance and drive revenue growth.
  • Uphold high standards of professionalism, customer service, and food quality in all interactions and activities.
  • Perform other related duties, tasks and responsibilities as required from time to time.

End Results: Revenue, profit and service goals are achieved.


Major Responsibility: Provide leadership and direction to operations and culinary staff through Manager's Vision/Direction:

Supporting Actions:

  • Coordinate and delegate responsibilities to operations, service and culinary team members per client requests to ensure events run smoothly and according to specifications.
  • Apply expert attention to detail; Check all set-ups to ensure quality and accuracy.
  • Assist in monitoring food safety, quality and presentation to ensure that all Sodexo Live! standards are maintained.
  • Coach and support the service team to be customer-focused, innovative, fast and team-oriented in their work.
  • Be fully knowledgeable of catering menus; Assist in educating staff regarding food and wine knowledge and serve as an information resource for any questions they may have.
  • Act as a liaison between clients and internal teams, facilitating effective communication and ensuring alignment on event details and expectations.
  • Provide hands-on assistance during events, ensuring smooth operations and addressing any issues that may arise.
  • Collaborate with the operations team to oversee service and F&B operations, ensuring high-quality guest experiences.

End Results: Sodexo Live! retains an excellent reputation; Guest satisfaction remains high; Service, revenue and profit goals are achieved.


Major Responsibility: Contribute to goal of making Sodexo Live! #1 in Event Hospitality and the #1:

Employer of Choice through personal commitment and leading by example.

Supporting Actions:

  • Participate in special projects related to the development and implementation of regional and organizational business strategies.
  • Support and assist the Catering Sales Manager and Senior Manager, as needed.
  • Focus on employee experiences, fostering teamwork, building strong team relationships and sharing information to build team awareness.

End Results: Guests receive an E3 experience; Morale, teamwork, employee satisfaction and retention remain high.


Decisions free to make and decisions that depend on positions advice:

Decisions free to make:

  • Organization of on-going work activities.
  • Methods for completion of day-to-day tasks.
  • Actions that enhance the customer experience.

Decisions that depend on positions advice:

  • Approval of any matter with significant cost or expense implication.
  • Actions outside of established policies and procedures.
  • Actions that could involve significant organizational risk.
  • Actions that impact productivity.

Job Qualifications/Skills:

Required:

  • Bachelor's degree in business, hotel/restaurant management or a related field, and/or appropriate combination of education and experience to support on the job effectiveness.
  • High volume catering in a hotel, Convention facility or prior experience as an Administrative Assistant with strong emphasis on Food and Beverage Sales.
  • 3 year minimum of work experience or a college degree preferred.
  • Computer knowledge in all Microsoft applications.
  • Usage of office hardware such as: facsimile, copier and other equipment.
  • Excellent telephone etiquette and attention to detail is required.
  • Proven ability to work effectively with all levels of staff and management; Ability to promote and participate in team environment concepts.
  • Self-starter who can work independently and on several tasks/projects simultaneously, and who can contribute to functional areas of the business outside of retail operations.
  • Ability to communicate effectively both orally and in writing.
  • Initiative in identifying and resolving problems timely and effectively.
  • Strong communication, negotiation, and interpersonal skills, with the ability to build rapport and trust with clients and colleagues.
  • Excellent organizational and time management abilities, capable of multitasking and prioritizing tasks in a fast-paced environment.
  • Flexibility, ability to work extended or irregular hours to include nights, weekends and holidays.

Additional Requirements:

  • Proven ability to work effectively with all levels of staff and management; Ability to promote and participate in team environment concepts.
  • Self-starter who can work independently and on several tasks/projects simultaneously, and who can contribute to functional areas of the business outside of retail operations.
  • Ability to communicate effectively both orally and in writing.
  • Initiative in identifying and resolving problems timely and effectively.

Other Requirements:

  • Must be able to stand and exert well-paced mobility for periods of up to four (4) hours in length and have the ability to bend and lift up to 50 pounds. Must be able to speak clearly and listen attentively to guests and other employees. Must be able to work in extremes of cold to heat.
  • Must be able to meet the following requirements with reasonable accommodation:
  • The employee must regularly lift and/or move up to 50 pounds, and carry approximately 20 feet.
  • Ability to physically walk approximately one-fourth (¼) of a mile and the circumference of the unit several times a day.
  • Specific vision abilities required by this job include close vision, color vision, depth perception, and ability to adjust focus.
  • Employee must be able to perform repetitive motions.
  • Employee must have ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions.
  • Employee must be able to operate in an environment with moderate noise.
  • Other lifting or physical requirements as added from time to time, or as required
  • Push and Pull equipment such as: merchandise racks, speed racks, flat beds, and wire carts the distance of up to .4 miles.
  • Must be able to stand for prolonged periods of time.
  • While performing the duties of this job, an employee is regularly required to stand, use hands to finger, handle, or feel, reach with hands and arms, and taste or smell.
  • The employee is occasionally required to stoop, kneel, or crouch.
  • Must be able to withstand moderate to high noise levels.
  • Ability to multitask in an office or operations setting.
  • Ability to operate telephone and to talk and/or hear in a retail store location setting (noise level is moderate).
  • Ability to sit, walk, stand, bend, and twist on an intermittent or continuous basis.
  • Ability to, grasp, push, pull objects such as files, file cabinet drawers, and reach and lift overhead.
  • Ability to operate a desktop computer or register terminal.
  • Ability to understand written information.
  • Other lifting or physical requirements as added from time to time, or as required to perform the essential functions of this job.

Hours may be extended or irregular to include nights, weekends and holidays.

Thank you for expressing interest in employment with Sodexo Live!, however, only those candidates considered for this position will be contacted.

Sodexo Live! is an equal opportunity employer. All qualified applicants will be considered for employment without regard to race, colour, ancestry, place of origin, political belief, religion, marital status, family status, disability, sex, sexual orientation, gender identity or expression, age or any other applicable Provincially protected status.

Application Instructions

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