Overview
The Assistant Director of Convention Services plays a key role in supporting the strategic planning, coordination, and execution of group events, conferences, and conventions within the hotel. This position reports directly to the Director of Catering & Convention Services and works closely with the Conventions Services teams to ensure seamless delivery of all group and event operations.
- Assists with forecasting, budgeting, and performance analysis related to group and event operations.
- Oversees the coordination of all logistical aspects of assigned groups, ensuring accurate and timely communication between clients and internal departments.
- Works proactively to anticipate client needs, resolves issues, and maximizes customer satisfaction throughout the planning and on-site phases.
- Maintains strong relationships with key MICE, Corporate, Entertainment, and Leisure group accounts, collaborating closely with Sales, Catering, and Operational teams.
- Supports the Director of Catering & Convention Services in coaching, guiding, and developing the Convention Services team to ensure high service standards and operational excellence.
- Ensures that all events are executed in alignment with brand standards, operational procedures, and the hotel’s financial goals.
This position requires a high level of organization, attention to detail, and the ability to manage multiple tasks simultaneously. The ideal candidate is self-motivated, solution-oriented, and comfortable working independently while representing Marriott International with professionalism and a strong commitment to service excellence. The role involves frequent interaction with clients, partners, and internal teams, requiring excellent communication and relationship-building skills.
Essential Functions
- Ensures that all departmental procedures are followed consistently and provides weekly reminders and follow-up to the Convention Services team.
- Supports the Director of Catering & Convention Services in departmental initiatives, reporting, and strategic planning.ç
- Works closely with the Director of Catering & Convention Services on departmental forecasting and budgeting.
- Reviews BEOs and Group Fact Sheets to guarantee accuracy and completeness, anticipating operational needs to ensure a smooth internal workflow from initial planning through event execution.
- Collaborates closely with operational departments to ensure seamless communication and alignment throughout all phases of the event.
- Maintains strong relationships with internal stakeholders to ensure high-quality service delivery.
- Supervises the Billing and Group Reservations teams, ensuring accuracy in documentation, timelines, and financial processes.
- Verifies that proformas are accurate and that all financial figures match the information in Opera.
- Ensures that payments are received within the required timelines and supervises follow-up actions when necessary.
- Oversees the learning and development of Convention Services talents, ensuring they gain full understanding of the end-to-end event process.
- Participates in pre-convention meetings as needed and may occasionally attend event exit chats.
- Provides guidance, motivation, and support to the team, fostering a collaborative and growth-oriented environment. Encourages upselling and proactive service behaviors.
- Helps develop team specialists in small projects that contribute to departmental improvement and innovation.
- Acts as a role model for service excellence, professionalism, and Marriott brand standards.
- The Assistant Director of Convention Services collaborates closely with the Director of Catering & Convention Services in the evaluation and performance review of the team. Their presence and daily work contribute directly to strengthening team engagement and Leadership Index.
- Will attend hotel meetings whenever required and may designate a team member to participate when appropriate. The role requires a supportive and collaborative approach, ensuring that the team feels guided, empowered, and motivated in their development.
Requirements
- Possesses strong analytical skills
- Proven experience in hotel operations. Experience with sales and revenue management is desirable.
- Great communication skills, both verbally and written
- Fluency in Spanish and in English, both verbally and written
- Knowledge of hotel and competitive environment
- Good organizational skills: has the ability to prioritize tasks and to manage the workload by her/his own initiative
- Must possess computer skills, including, but not limited to, Microsoft Word, Excel. Good knowledge of Opera Sales & Catering & PMS systems
W Hotels’ mission is to Ignite Curiosity, Expand Worlds. We are a place to experience life. We’re here to open doors and open minds. We are constantly inspired by new faces and new experiences. A tuned-in, up-for-anything spirit is at our core and has made us renowned for reinventing the norms of luxury around the globe. Whatever/Whenever is our culture and service philosophy that brings our guests’ passions to life. If you are original, innovative, and always looking towards the future of what’s possible, welcome to W Hotels. In joining W Hotels, you join a portfolio of brands with Marriott International. Be where you can do your best work, begin your purpose, belong to an amazing global team, and become the best version of you.
