Events & Group Manager

Missoula, MT, USA|Onsite

Job Overview

Employment Type

Full-time

Compensation

Salary

Range $48,700.00 - $81,100.00

Work Schedule

Flexible

Weekend Shifts

Benefits

Medical insurance

Dental Insurance

Vision Insurance

401k with employer match

Paid Time Off

Career Development

Life insurance

long term disability

short term disability

Employee assistance program

Referral Bonus Program

Carpool reimbursement

Employee Discounts

Employee lunch

Job Description

The Resort at Paws Up is Montana's premier luxury ranch resort, beautifully situated on a sprawling 37,000-acre ranch that gracefully captures the essence of the American West. As a family-owned and award-winning destination, the resort merges rustic charm with upscale comfort, offering guests an unparalleled hospitality experience in one of the most breathtaking settings in the country. The resort is renowned for its wide range of bespoke outdoor adventures and luxurious accommodations, providing a perfect balance between rugged outdoor activities and indulgent relaxation. This unique blend attracts discerning travelers seeking both adventure and refined service in an authentic Western atmosphere. The Resort at Paws Up is not only a welcoming retreat for guests but also a dynamic workplace for its team members, fostering an inspiring, inclusive environment where individual talents are recognized and development opportunities abound. This establishment prides itself on offering a full range of benefits, a supportive team culture, and meaningful career advancement opportunities.

We are currently seeking a dedicated Events & Group Manager to become a pivotal part of our team. This role plays a crucial part in supporting the Vice President of Sales by acting as the primary on-site venue representative during a variety of events. The Events & Group Manager oversees all operational aspects of events including catering, conferences, meetings, and special occasions. This position functions as the vital link connecting multiple internal departments such as Sales & Marketing, Special Events, Food & Beverage, and the culinary team while also liaising with external vendors, event musicians, artists, chefs, and planners. The successful candidate will be entrusted with coordinating comprehensive event logistics, ensuring seamless execution from the time of booking through event closure including billing and client departure. As a leadership role, this position demands expert communication, outstanding organizational skills, and a hands-on approach to problem solving, ensuring every event reflects the resort's high standards and creates memorable experiences for guests. The work is both varied and fast-paced and requires a professional who thrives in a collaborative environment, can lead a diverse team, and effectively manage multiple projects simultaneously. The position offers a competitive compensation package, full-time employment status, and extensive benefits including medical, dental, vision insurance, and a 401K plan with employer match. Team members at The Resort at Paws Up enjoy a culture focused on wellness, work-life balance, and ongoing professional growth, making it an excellent opportunity for motivated individuals passionate about hospitality and event management to advance their careers. Our resort maintains a strong commitment to diversity and inclusion, providing equal employment opportunities to all applicants regardless of race, color, religion, age, sex, national origin, disability, and other protected characteristics.

Job Requirements

Bachelor’s degree in hospitality or business field or similar work experience/training
Expert experience in catering or conference services management
Knowledge of Forbes and service management
Proven ability to lead and manage a team
Valid driver’s license

Job Qualifications

Bachelor’s degree in hospitality or business field or similar work experience/training
Expert experience in catering or conference services management
Knowledge of Forbes and service management
Proven ability to lead and manage a team
Valid driver’s license

Job Duties

Coordinate overall operation of all resort events and catering provided by the Resort at Paws Up
Manage and advise team on events from time of booking, remote and onsite planning, through execution of event, billing and departure
Participate in and attend all pre-con and guest related meetings, and actively support the Special Events, Sales & Marketing Team, and the Resort
Contribute in the communication, planning details, and coordination of all aspects of event and meeting planning
Contact upcoming group, guests, and vendors a minimum of 60 days prior to arrival
Assist with preparing detailed Group/Event Profiles and Banquet Event Orders for special events and/or meetings
Ensure accurate documentation and communication for all aspects of resort events and meetings, including menus, dietary needs, meeting set-up and decor, audio-visual needs, client profiles, rooming lists, transportation details, amenities, billing, and other pertinent information
Assist all Resort departments with proper execution of events and/or meetings
Conduct onsite inspections and advance preparations for all events
Ensure accurate and detailed information is streamlined between Events & Catering, Special Events, Sales & Marketing, the Food & Beverage Department, and the Culinary Team
Attend and sometimes conduct Banquet Event Orders and Special Events meetings based on Resort needs
Oversee pre-event operational communication, including coordinating organizational calls with guest participants and key Paws Up staff, and creating and distributing contact lists
Act as the primary on-property point of contact for all incoming featured participants, with responsibilities including welcoming them in person, ensuring on-property transportation and accommodations are ready upon arrival, providing amenities, and communicating their itineraries, responsibilities and locations to them
Act as the primary operational representative for Special Events on property throughout the year, collaborate and coordinate with other key Resort staff to plan, set up, execute and take down the events themselves
Assist with various on-going administrative support, including ordering needed supplies and scheduling payment of fees
Partner with Sales & Marketing staff to help ensure that events are well publicized generally, and effectively promoted on property specifically
Manage inventory of all Resort event supplies
Assist in creating guest itineraries to ensure maximum value in their stay
Work with the Special Events and Sales & Marketing Team to develop new ideas and methods for maximizing the Resort property for outdoor events and group activities
Ensure that event and meeting group leads have direct contact information and are clearly informed of all schedules, locations, and amenities
Work with VP of Sales, Director of Restaurants, Executive Chefs, Sales & Marketing Department, and onsite management team to ensure the experience of the client and guest exceeds their expectations and curate a personalized memorable experience
Oversee the accurate and timely submission of all catering permits as well as ensuring proper postings at offsite events with necessary documentation
Obtain appropriate approval of the VP Of Sales for all purchases, rental or leasing of equipment or supportive requirements of event and/or groups prior to the actual date of use
Oversee the execution of all special events, meetings, invitational events, and promotions as assigned
Set, communicate and maintain timelines and priorities on every project
Maintain and develop guest, client, and vendor relationships
Manage operational and administrative functions to ensure specific projects are delivered efficiently
Maintain up-to-date awareness of Resort information and amenities
Assist with the coordination of in-house meetings and events
Contribute to the Resort’s revenue potential by assessing/monitoring room rental, site fees, delivery/storage fees, menu upselling, transport & service fees and other revenue-generating factors in accordance with the sales contract and Resort policies
Keep the VP of Sales, Executive Chefs, Director of Restaurants, and Sales & Marketing Teams promptly and fully informed of all problems or unusual matters of significance
Keep up-to-date knowledge on all menu items including preparation, allergens, and alternative preparations
Understand the function of and be able to work in all Resort outlets as requested
Assist with routinely scheduled interdepartmental meetings following events and/or meetings to assess successes and areas where improvements can be made
Aid in special event committees as a lead role in coordinating in-house special events
Ensure that special events group have direct contact information and are clearly informed of all schedules, locations, and amenities
Schedule staff according to volume of business and budget constraints
Understand each event/meeting function and train according to Resort standards
Work closely with direct reports to ensure they have tools and support needed
Work to continually improve guest satisfaction while assisting in maintaining operating budget
Improve service by providing guidance, feedback, and coaching when needed
Submit future goals, operational improvements, and personnel management to the Managing Director
Identify, address and document individual team member performance problems according to standard operating procedure
Maintain flexible hours including evenings, weekends, and holidays due to the cyclical nature of the hospitality industry