Senior Events Executive

Job Purpose:

To oversee and manage internal and external events for Avani Victoria Falls Resort and Royal Livingstone Hotel by Anantara, ensuring the highest standards of service and guest satisfaction.

Key Responsibilities:

• Manage and confirm all group bookings within specified timeframes, ensuring timely request of deposits and dispatch of pro-forma invoices to clients. Report any areas of concern to the Hotel Manager.
• Ensure meticulous accuracy and completeness of all Group Files, facilitating timely handover to Front Office.
• Implement and maintain correct market code usage for groups, cross-referencing against arrivals reports for accuracy.
• Serve as the primary point of contact for conference and group organisers, facilitating smooth operations from arrival to departure.
• Coordinate interdepartmental communication to ensure seamless event execution.
• Oversee and mentor Group & Conference Coordinators, providing leadership and guidance.
• Maintain comprehensive knowledge of room types, banqueting facilities, menus, beverage offerings, rates, allocations, and future availability.
• Demonstrate expertise in deposit requirements, payment procedures, and cancellation policies.
• Possess in-depth understanding of all packages tailored for conference and tour operator markets.
• Ensure proper contract administration, including timely distribution, signature collection, and follow-up on deposits.
• Actively participate in Front Office, Sales & Marketing, and Food & Beverage communication meetings to address operational changes, challenges, and improvement opportunities.
• Produce and submit accurate monthly group reports by the 5th of each month.
• Maintain and communicate up-to-date weekly group reports to relevant teams.
• Develop and implement ongoing training programmes for team members.
• Demonstrate strong problem-solving skills to address daily operational challenges and provide effective solutions.