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Executive Meeting Manager

Company: Kimpton Hotels
Location: Bozeman
Posted on: June 8, 2021

Job Description:

Why We're Here

We believe heartfelt, human connections make people's lives better. Especially the people who work here.

Our founder, Bill Kimpton rebelled against impersonal, generic hospitality that makes people feel disconnected. He initiated a new boutique hotel standard and environment where people could connect, from the heart. That was the goal then, and it is still our purpose today.

Your work here has meaning. You're here to improve the lives of coworkers, guests, owners, communities, and together we make that happen. It's what drives all that we do. Every day you can improve lives in your own, unique way and you can expect the same in return. It all starts with you.

How We're Different

Our San Francisco-born entrepreneurial spirit and zest for life kick started this culture in 1981, and it shines through to this day.

It all flows from you. The lively, rebellious, genuine you - with your diverse background, talents, experiences, and plucky personality - is fully welcome, and celebrated here. Because we know that when people can be themselves at work, they shine.

That's what we seek out and celebrate. It's people of all kinds who share a knack for creativity and self-leadership. People who don't need to be told what to do to get things done. People who have an innate passion for making others' lives better.

It adds up to a work environment that's a bit quirky, irreverent, exciting, uncommon, empowering, and downright exceptional. Guests feel it; you'll feel it too.

What You'll Do

POSITION SUMMARY: The Express Meetings Manager (EMM) role is to solicit, create compelling proposals, contract and service corporate and social groups of a more intimate size of 35 rooms or less. This includes those groups that are both with and without guest room needs. The EMM is to strive to achieve a balance between revenue generation, executing contracts, service and the profitability of the organization. Through effective management, the goal is to capture the hotel's fair share of revenue through guest rooms, food, beverage, room rental and auxiliary services, such as audio visual provisions, storage/labor fees and other applicable fees.

This position will serve as one point of contact in the entire sales process from beginning until end to achieve sales objectives in guest rooms and banquets/catering.


  • Coordinate meetings, conferences, exhibit shows or other special events and activities with accuracy and detailed communication outlines for the client and hotel departments, providing the appropriate memos, Banquet Event Orders, Group Profiles and other communications as necessary.
  • Create compelling proposals and negotiate terms of business as allowed.
  • Conduct guest site tours (virtual and in person) for new and existing clients.
  • Coordinates menu arrangements for conference clients that maximize the revenue potential for the hotel, while serving the needs of the client.
  • Must be able to upsell food + beverage, guest room types and any ancillary revenue streams.
  • Obtains group rooming lists by due date, monitors cut-off dates, tracks guest room pick up and oversees group blocks.
  • Pre cut-off -- ensure all blocks are washed to the previous year's history or to the hotel's specific demand level
  • Ensures all information flows from Delphi to the PMS accurately.
  • Ensures all banquet checks are correctly accounted for.
  • Makes certain all audio visual needs are properly coordinated and executed.
  • Oversees (with DOSM, RGM and DF) the forecasting and processing of group commissions and rebates.
  • Assists conference clients with "off-premise" (hotel) details as they may affect the hotel service delivery (e.g. decor, motor coach requests and arrival/departure patterns, limousine requests, exhibitor requests, entertainment referrals, golf or sports arrangements, spousal programs, etc.) and informs all supporting hotel departments while maintaining the integrity of the hotel physical plant. All arrangements are to be assessed the appropriate charges to ensure that the hotel receives a fair share of revenue in relationship to the expenditure of time and labor.
  • Maintains flexible hours to accommodate customer needs, due to the cyclical nature of the hospitality industry. The EMM may be required to work varying schedules to reflect the business needs of the hotel.
  • Based on slow business conditions, may support catering sales initiatives.


  • Schedules appropriate interdepartmental meetings for the operational aspects of coordinating conference requirements, which may include pre-planning meetings or a Pre-Conference Meeting for the operational departments.
  • Prepares detailed CONFERENCE PROFILES (Resume) for conferences that are comprehensive and issued in a timely manner (no less than five business days prior to the group arrival date).
  • Provides an accurate CONFERENCE PROFILE that documents all aspects of a particular conference, to include menus, meeting set-ups, client profiles, reservation pick-up statistics and other pertinent information as outlined in the current departmental policies and procedures.
  • Reviews all client invoices prior to mailing to ensure accuracy and proper assessment of all services and goods rendered by the hotel.


  • Self-starter with internal drive to excel in performance
  • Successfully demonstrated selling skills and competencies
  • Solid knowledge of food + beverage
  • Solid knowledge of meeting room sets
  • Thorough knowledge of property, space, food + beverage offerings and capacities
  • Well organized, detail orientated and excellent follow up skills
  • Delphi experience preferred, but not required
  • Opera experience preferred, but not required


  • To achieve success in this role, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education And/Or Experience - Prior relevant experience in hotel sales role and bachelor's degree.

Language Skills - Ability to read, write, and verbally communicate effectively and professionally with other business departments, guests, and vendors. Ability to diplomatically deal with difficult situations and people, while exhibiting a consistent level of professionalism.

Reasoning Ability -- Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, report, or schedule form. Regularly exercise independent judgment and discretion about matters of significance.

Physical Demands - While performing the duties of this job, the employee is regularly required to sit, stand, walk, talk or hear. The employee frequently is required to use hands to finger, handle, or feel objects, or telephone. The employee will occasionally lift and/or move up to 35 pounds.

Please note: management reserves the right to change, modify, and/or alter any of the duties listed above to meet business demands.

Differences make a difference. We are committed to creating a culture that reflects the diversity of our hotel and restaurant guests. With that goal in mind, we encourage each of our employees to understand, accept, and celebrate differences among people. That includes different personalities, lifestyles, work styles, education, and experience. We also welcome and embrace people of all races, ethnicities, ages, religions, physical abilities, sexual orientation, gender identities and genders. For our complete EEO policy click here.

Be Yourself. Lead Yourself. Make it Count.

Keywords: Kimpton Hotels, Bozeman , Executive Meeting Manager, Other , Bozeman, Montana

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