Assistant Director of Conference Planning
1405 N 5th Avenue, St. Charles, IL
Full Time
1405 N 5th Avenue, St. Charles, IL
Full Time
Q Center is looking for a Assistant Director of Confer3ence Planning to join our team!
This position does require a 45 hour work week.
The salary range for this position is $85,000 - $100,000
POSITION SUMMARY
The Assistant Director of Conference Planning supports the Director of Conference Planning by providing leadership and operational oversight for assigned conference programs and daily departmental functions. This role focuses on execution excellence, client satisfaction, cross-department coordination, and team support. The Assistant Director plays a critical role in ensuring accurate event planning, seamless on-site execution, and consistent delivery of Q Center service standards.
QUALIFICATIONS
Education & Experience:
- Bachelor’s degree in Hospitality Management, Business Administration, or related field required
- Minimum six (6) years of progressive hospitality management experience within a full-service hotel, resort, or comparable hospitality environment
- Director-level experience required
- Minimum five (5) years of supervisory or leadership experience required, previous director-level experience preferred
- Proficiency with event planning systems, software, and diagramming tools
- Proven track record of managing complex events, budgets, and departmental teams
Physical requirements:
- Regular movement throughout the property to oversee operational areas
- Ability to lift up to 20 pounds occasionally and up to 10 pounds frequently
- Extended hours may be required based on business demands
Knowledge, Skills & Competencies:
- Strong executive presence with the ability to influence across all levels of the organization
- Outstanding verbal and written communication skills
- Strong listening, problem solving, and conflict resolution abilities
- Ability to manage multiple, complex events simultaneously
- Strategic thinking with operational and financial insight
- Strong client-service orientation and commitment to exceptional guest experiences
- High level of professionalism, integrity, and accountability
ESSENTIAL DUTIES & RESPONSIBILITIES
Leadership & Strategic Partnership
- Align objectives with operational goals and Q Center’s mission and vision
- Provide leadership insight on client service trends, operational opportunities, and service improvements
- Communicate organizational directives, operational priorities, and service standards
- Represent Q Center professionally with clients, guests, and vendors
Conference Planning Operations & Compliance
- Provide strategic oversight of daily Conference planning operations, ensuring alignment with organizational goals, operational standards, and client expectations
- Ensure departmental procedures, workflows, and documentation are compliance with internal SOPs, company policies, and regulatory requirements. including the creation, implementation, and ongoing maintenance of SOPs for new or updated procedures.
- Monitor scheduling, space utilization, and resource allocation to maximize efficiency and support seamless event delivery
- Maintain active onsite presence to ensure seamless program execution and client satisfaction
- Consistently exceed service standards to strengthen client relationships, elevate event outcomes, and ensure business and long-term loyalty
- Lead Q Center key accounts, developing detailed event specifications, diagrams, timeliness, and addendums for high level, complex programs
- Create and distribute accurate Banquet Event Orders, group resumes, and floor plans
- Maintain complete and accurate event files in Delphi, Opera and diagramming systems
- Track and communicate changes in real time and update documentation in accordance with established Standard Operating Procedures deadlines
- Present assigned programs at operational meetings
- Ensure compliance with purchase orders processes and financial documentation standards
Profitability & Performance Optimization
- Develop strategies to improve operational efficiency and service delivery within Conference Planning
- Support initiatives that improve client satisfaction, retention, and repeat business
- Assist with post-event billing and invoice accuracy
- Partner with department leaders to ensure Conference Planning operations contribute positively to overall property performance and profitability
Operational Excellence & Process Improvement
- Review, analyze, and improve departmental procedures to enhance efficiency and client satisfaction
- Implement tools and workflows to streamline conference planning operations
- Coordinate across departments to ensure smooth execution
- Monitor key performance indicators and event metrics to drive continuous improvement
Leadership & Talent Development
- Lead, develop, and manage Conference Planning managers and coordinator
- Recruit, interview, and hire staff in accordance with company standards
- Coordinate and assist with onboarding and training of Conference Planning managers and coordinator
- Conduct performance evaluations and provide coaching and mentorship
- Foster a culture of accountability, teamwork, and service excellence
Vendor & Contract Management
- Monitor third-party performance and contractual obligations
- Ensure vendor services support operational needs while maintaining fiscal responsibility
Other Duties as Assigned
- Perform additional responsibilities as needed to support Q Center’s operational and strategic objectives
Work Environment
This position operates within a professional hospitality environment and requires regular interaction with executive leadership, department heads, associates, clients, vendors, and external partners. The Director of Conference Planning must maintain a visible presence throughout the property and actively engage in operational oversight, client interactions, and event execution to ensure seamless program delivery and exceptional service standards.
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