Job Description

The Director of Private Events is a senior-level position responsible for overseeing all aspects of private event sales, planning, and execution for a venue with multiplre studios and event spaces. This role involves a significant sales component, as well as strong organizational and leadership skills.

Job Title: Director of Private Events

Location: NYC

Reports To: Managing Director

Job Summary:

The Director of Private Events is responsible for the strategic planning, sales, and flawless execution of all private events held at this Studio and Event space in NYC. This role is a key revenue driver, charged with developing and implementing comprehensive sales strategies, cultivating strong client relationships, and leading a team to deliver exceptional event experiences. The Director will manage the entire event lifecycle from initial inquiry and proposal generation to final billing and post-event follow-up, ensuring client satisfaction and maximizing profitability.

Key Responsibilities:

1. Sales & Business Development:

• Develop and implement strategic sales plans to achieve and exceed private event revenue targets.
• Proactively identify and pursue new business opportunities through various channels (e.g., networking, industry events, cold calling, digital outreach).
• Respond promptly and professionally to all private event inquiries, qualifying leads effectively.
• Conduct site tours and presentations for prospective clients, showcasing the venue's capabilities and unique selling points.
• Prepare compelling and customized proposals, contracts, and banquet event orders (BEOs) that meet client needs and optimize profitability.
• Negotiate terms and conditions with clients, ensuring mutually beneficial agreements.
• Maintain a robust pipeline of prospective clients and actively manage client relationships to foster repeat business and referrals.
• Track and analyze sales data, market trends, and competitor activities to inform sales strategies.

2. Event Planning & Execution:

• Oversee the entire event planning process from concept to completion, ensuring all details are meticulously managed.
• Collaborate closely with clients to understand their vision, objectives, and budget for each event.
• Act as the primary point of contact for clients throughout the planning process, providing exceptional customer service.
• Coordinate internal departments (culinary, operations, AV, housekeeping, etc.) and external vendors (florists, entertainers, rental companies, etc.) to ensure seamless event delivery.
• Develop detailed timelines, floor plans, and logistical plans for each event.
• Ensure all necessary permits, licenses, and insurance requirements are met.
• Oversee event setup, execution, and breakdown, ensuring adherence to quality standards and safety protocols.
• Address any client concerns or issues during events promptly and effectively.

3. Financial Management:

• Manage private events budget, including forecasting revenue and controlling expenses.
• Prepare accurate financial reports and analyze event profitability.
• Ensure timely billing and collection of payments from clients.
• Identify opportunities to maximize revenue through upselling and cross-selling event services.

4. Team Leadership & Development:

• Recruit, train, mentor, and motivate a high-performing private events team (if applicable, e.g., Event Coordinators, Sales Managers).
• Set clear performance expectations and provide regular feedback and coaching.
• Foster a collaborative and positive team environment.
• Conduct performance reviews and support professional development.

5. Marketing & Promotion:

• Collaborate with the marketing team to develop promotional materials (e.g., brochures, website content, social media campaigns) for private events.
• Represent the venue at industry trade shows, networking events, and community functions to promote private event services.
• Identify opportunities for public relations and media coverage related to successful events.

6. Administrative & Reporting:

• Maintain accurate and organized client files, contracts, and event documentation.
• Utilize event management software (e.g., TripleSeat, Ungerboeck, Delphi) to manage bookings, create BEOs, and track sales.
• Prepare regular reports on sales performance, event statistics, and client feedback for senior management.
• Stay informed about industry best practices, trends, and new technologies in event planning.

Qualifications:

• Bachelor's degree in Hospitality Management, Business Administration, Marketing, or a related field (or equivalent practical experience).
• Minimum of 3 years of progressive experience in private event sales and planning, with at least 2 years in a leadership or management role.
• Proven track record of consistently meeting or exceeding sales targets.
• Strong understanding of banquet operations, catering, and event logistics.
• Excellent sales, negotiation, and closing skills.
• Exceptional organizational skills and attention to detail.
• Superior interpersonal and communication skills ( written and verbal).

• Ability to work independently and as part of a team in a fast-paced, dynamic environment.

• Strong problem-solving abilities and a proactive approach.
• Proficiency in event management software (e.g., TripleSeat, Ungerboeck, Delphi), CRM systems, and Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Flexibility to work evenings, weekends, and holidays as required by event schedules.
• Professional demeanor and appearance.

Preferred Qualifications:

• Experience in luxury hotels, high-volume restaurants, non-profit events etc
• Certified Meeting Professional (CMP) or other relevant industry certifications.
• Existing network of corporate and social event planners.

Physical Requirements:

• Ability to stand, walk, and move around for extended periods during events.
• Ability to lift and carry up to [e.g., 25 pounds] occasionally.

Job Tags

Similar Jobs