Event Planning/Conference Services Manager

Portland, OR, USA|Onsite

Job Overview

Employment Type

Full-time

Compensation

Salary

Range $52,000.00 - $76,000.00

Work Schedule

Flexible

Weekend Shifts

Benefits

Health Insurance

Dental Insurance

Paid Time Off

Retirement Plan

Employee Discounts

Job Description

CASCADA Thermal Springs + Hotel is a unique and serene destination nestled in Portland, Oregon's vibrant Alberta Arts District. As a LEED Platinum-certified establishment, CASCADA symbolizes a profound commitment to sustainability while offering luxurious accommodations combined with state-of-the-art thermal spa facilities. This boutique hotel provides a tranquil wellness experience that caters to both leisure and business travelers seeking relaxation and rejuvenation in an eco-conscious setting. The hotel’s modern design, integrated wellness services, and sustainable operations set it apart as a leader in Portland's hospitality industry. CASCADA Thermal Springs + Hotel prides itself on creating a harmonious balance between luxury, wellness, and responsible environmental stewardship, making it a sought-after destination for guests needing an inspiring and refreshing retreat.

The Event Planning / Conference Services Manager position at CASCADA PDX LLC is a full-time role reporting directly to the Director of Sales. This role is pivotal in ensuring that all events and meetings hosted in the hotel are executed flawlessly, reflecting the establishment's commitment to excellence and personalized guest experiences. The ideal candidate will act as the main liaison between clients and multiple internal departments, translating client needs into seamless, memorable events. From the initial confirmation of bookings to the execution and final follow-up, this manager oversees all logistical elements, including room setups, audiovisual requirements, food and beverage coordination, and special client requests.

By serving as the central contact point post-sale, this position requires superb organizational skills, a detail-oriented approach, and the flexibility to manage varying priorities in a fast-paced environment. Effective communication and relationship-building skills are essential to collaborate closely with Sales, Front Office, Food & Beverage, Culinary, Spa, Housekeeping, Engineering, and Leadership teams. Additionally, the manager will be responsible for monitoring timelines, billing, contract details, and upsell opportunities to enhance the guest experience.

Candidates with a background in hospitality, event planning, or conference services will thrive in this role, especially those passionate about sustainability and wellness. The position also demands a professional, calm, and solutions-oriented mindset with readiness to work during non-standard hours when events require. This is a fantastic opportunity to join Portland's newest independent boutique hotel and contribute to creating unforgettable events that align with CASCADA’s vision of wellness and sustainable hospitality. Aspiring candidates eager to spearhead innovative event experiences within a supportive and environmentally conscious hotel setting are highly encouraged to apply.

Job Requirements

Bachelor's degree in hospitality, business, event management, or related field preferred
2-4 years of hotel event planning, conference services, catering, or related hospitality experience required
Strong knowledge of banquet operations, food and beverage service, meeting room logistics, and guestroom inventory management
Experience managing contracts, BEOs, rooming lists, billing, and event timelines with strong attention to detail
Excellent communication and relationship-building skills
Strong organizational and multitasking abilities in a fast-paced environment
Proficiency in Microsoft Office required
Professional, calm, flexible, and solutions-oriented approach to challenges
Availability to work evenings, weekends, and adjusted schedules based on business demand and event needs

Job Qualifications

Bachelor's degree in hospitality, business, event management, or related field preferred
2-4 years of hotel event planning, conference services, catering, or related hospitality experience required
Strong knowledge of banquet operations, food and beverage service, meeting room logistics, and guestroom inventory management
Experience managing contracts, BEOs, rooming lists, billing, and event timelines with strong attention to detail
Excellent communication and relationship-building skills
Strong organizational and multitasking abilities in a fast-paced environment
Proficiency in Microsoft Office required
experience with Event Temple, Mews, Cvent, Social Tables, or similar systems preferred
Professional, calm, flexible, and solutions-oriented approach to challenges
Availability to work evenings, weekends, and adjusted schedules based on business demand and event needs
Passion for sustainability, wellness, and authentic hospitality experiences highly preferred

Job Duties

Receive and manage groups and events transitioned from the Sales team and establish timely communication with clients and planners
Lead planning calls to confirm agendas, room blocks, event timelines, food and beverage details, audiovisual needs, billing instructions, and special requests
Prepare and maintain all event documents including banquet event orders, group resumes, rooming lists, VIP reports, diagrams, signage, and internal notes
Coordinate with Food and Beverage and Culinary teams on menu planning, service flow, dietary accommodations, and banquet execution
Partner with hotel departments to ensure meeting setups, guest arrivals, staffing, and event logistics meet client expectations
Conduct pre-conference meetings, internal planning meetings, and post-event follow-up
Monitor room blocks, pickup, cut-off dates, attrition timelines, and inventory with Sales and Revenue teams
Review meeting and event spaces before guest arrival to ensure readiness and presentation standards are met
Be present during key events as the on-site contact for clients and hotel teams
Manage deposits, billing details, final charges, and payment communication according to hotel policies
Identify opportunities to enhance the guest experience through thoughtful upsells such as wellness offerings, dining experiences, and premium event enhancements
Support future business opportunities by creating a strong closeout experience and transitioning accounts back to Sales when appropriate
Maintain accurate notes, client details, and communication in hotel systems
Participate in site tours, networking events, training, and community engagement opportunities as directed
Any other duties as assigned