EVENTS MANAGER

Herceg Novi, Montenegro

Description

The Event Manager of Mamula Island oversees the event organization of our ultra-luxury boutique hotel, including the events operation. Reporting to the Director of Sales, the Event Manager is responsible for smooth event organization aligned with Mamula’s business goals, implementing sustainable work processes, and supporting the hotel team to operational excellence. The Event Manager ensures guest satisfaction, financial performance, and service delivery by Events Department.

KEY RESPONSIBILITIES

Operational Responsibilities

  • Plan, organize, and oversee the logistics of events, including setup, execution, and teardown.
  • Ensure all technical requirements (AV, lighting, Wi-Fi, tables, chares and other equipment needed for event) are arranged and functional.
  • Coordinate with internal departments (food and beverage, kitchen, housekeeping, maintenance, SPA, front office, IT, transportation, HR, security) for seamless event delivery.
  • Monitor events to resolve real-time issues efficiently.
  • Ensure compliance with safety, health, and legal regulations during events.
  • Deliver heightened attention to detail, luxury, and personalized experiences, especially for high-end or exclusive venues like Mamula Island.
  • Prepare a function sheet and group memo if rooms are included, with all event information 2 weeks prior event.

Sales Responsibilites
  • Develop and execute sales strategies to attract event clients and boost bookings.
  • Build and maintain relationships with corporate clients, event planners, wedding planners and other key stakeholders.
  • Conduct site tours to showcase the hotel’s event capabilities.
  • Respond promptly to event inquiries (within 24 hours), creating tailored proposals and offers.
  • Keep track of every request on Mamula share drive in designated folders and documents.
  • Use only Mamula Island official templates approved by Director of Sales.

Financial Responsibilities

  • Create and manage event budgets and agreed costs, responsible for all calcualtions.
  • Negotiate contracts with vendors to secure cost-effective services.
  • Track and report event-related revenues and expenses.
  • Give feedback to Director of Sales on packages and promotions to maximize event sales.
  • Ensure timely invoicing and payments from clients and suppliers.
  • PM control and closing with Front Office and Financial Department.

Guest Experience and Satisfaction Responsibilities

  • Understand and implement client visions, ensuring all needs and preferences are met.
  • Provide creative solutions and suggestions to enhance the event experience.
  • Act as the primary point of contact for clients during events, ensuring their expectations are exceeded.
  • Gather client and guest feedback post-event for quality assessment.
  • Ensure a personalized and high-quality experience that aligns with the hotel’s brand image.
  • Share information with respective departments.
Staff Leadership and Development Responsibilities

  • Delegate tasks effectively and provide clear instructions for seamless teamwork.
  • Foster a positive work environment.
  • Conduct post-event debriefs to identify areas for improvement and celebrate successes.

Strategic Planning and Innovation Responsibilities

  • Take a part in long-term strategies to position the hotel as a preferred event destination.
  • Analyze market trends to identify opportunities for new event offerings.
  • Collaborate with the Director of Sales to design campaigns targeting event clientele.
  • Create partnerships with local businesses, vendors, and organizations to enhance event services.
  • Monitor event performance and revenue growth.
  • Introduce innovative event concepts, themes, and technologies to enhance guest experiences.
  • Stay updated on industry trends and incorporate modern event practices.
  • Utilize digital tools and platforms for efficient event planning and execution.
  • Experiment with sustainable and eco-friendly event practices to align with modern guest preferences.
  • Regularly seek feedback and insights to improve event offerings and stay ahead of competitors.
Compliance and Risk Management Responsibilities

  • Ensure all events adhere to local laws, health codes, and safety standards.
  • Conduct regular risk assessments to identify and mitigate potential hazards during events.
  • Develop with Director of Sales and implement emergency plans and procedures for unforeseen situations.
  • Follow up-to-date permits and licenses required for hosting events.
  • Follow safety protocols and compliance requirements.
  • Manage insurance coverage and liability considerations to protect the hotel and clients.

 



Requirements

QUALIFICATIONS

  • University degree in Hospitality Management, Event Planning, Business Administration, or a related field.
  • A minimum of 3-5 years of experience in event management within the hospitality industry, preferably in luxury hotels.
  • Proven track record of organizing high-end events, including corporate events, weddings, and private functions.
  • Experience in sales and client relationship management is essential.
  • Familiarity with budgeting, vendor negotiations, and financial reporting related to events.
  • Exceptional organizational and multitasking abilities to handle complex event logistics.
  • Strong communication and interpersonal skills to liaise with clients, vendors, and internal departments effectively.
  • Ability to deliver high levels of service, detail, and personalization to meet luxury clientele expectations.
  • Proficiency in using event management software and tools, as well as basic financial and administrative systems.
  • Analytical skills to evaluate event performance and identify improvement opportunities.
  • Creative thinking and problem-solving to enhance guest experiences and resolve issues promptly.
  • Physical stamina to manage event setup, execution, and breakdown.
  • Flexibility, resourcefulness, and self-motivation to adapt to changing demands.
  • Strong leadership qualities to manage and inspire teams during events.
  • Commitment to sustainability and eco-friendly practices in event execution.
  • A detail-oriented mindset with the ability to ensure compliance with legal, safety, and health regulations.
  • Full working proficiency in English is mandatory.
  • Proficiency in Montenegrin or other languages is an asset, particularly if clients are diverse or international.

PERFORMANCE EXPECTATIONS

Guest Experience Excellence

The Events Manager must ensure that each event reflects the hotel's ultra-luxury standards by delivering personalized, detail-oriented, and memorable experiences. They will act as the primary contact for clients, address real-time concerns, and consistently exceed guest expectations, fostering a reputation for excellence.

Operational and Financial Efficiency

The Events Manager is responsible for organizing events efficiently, ensuring smooth coordination between departments, adherence to budgets, and timely invoicing. They will monitor event logistics to prevent disruptions, maintain compliance with safety and quality standards, and optimize financial performance by negotiating cost-effective vendor contracts and managing event profitability.

Continuous Improvement and Alignment with Goals

Proactively gathering client feedback and identifying improvement opportunities, the Events Manager will implement strategies that enhance event offerings. They will stay aligned with Mamula Island's business objectives, contribute to revenue growth, and collaborate with the Director of Sales on innovative ideas and campaigns to position the hotel as a preferred event destination.
Follow the Rulebook, Organizational Chart, and other duties from the Management Team within the scope of work.


WORKING CONDITIONS

  • The Events Manager is expected to be typically on Mamula Island 8 hours a day, 5 days a week.
  • The Events Manager is responsible for managing their own schedule to meet the needs of the hotel.
  • The Events Manager reports to Director of Sales and Marketing and plays a substantial role in the team of Mamula Island hotel.
  • Employment is offered under Montenegrin labor law with a highly competitive salary package.

Department

Benefits

Responsibilities

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