Conference Services Manager

Open To External And Internal Candidates • Williamsburg, VA

6d

About The Position

The Conference Services Manager is responsible for the planning and execution of group meetings and events from turnover through on-site delivery. This role serves as the primary operational liaison for assigned groups, ensuring meeting space, food and beverage, guest room blocks, and event details are executed accurately and in accordance with contracted expectations. Working closely with Sales, Banquets, Culinary, and Hotel Operations, the Conference Services Manager plays a key role in delivering exceptional guest experiences, protecting group revenue, and supporting repeat business on the property.

Requirements

• Bachelor’s degree or an equivalent combination of education, training, and or experience.
• 2-3 years of prior relevant experience.
• Advanced knowledge of Hospitality Management, Business Administration, or a related field.
• Excellent communication skills, both verbal and written, with the ability to interact professionally with clients, vendors, and internal stakeholders.
• Strong organizational and time-management skills, with the ability to manage multiple projects and deadlines simultaneously.
• Proven ability to work independently with minimal supervision, as well as collaboratively within a cross-functional team environment.
• Ability to perform under pressure in a fast-paced, client-facing role while maintaining attention to detail and service excellence.
• High level of professionalism, adaptability, and problem-solving skills in a dynamic, guest focused environment.
• Proficiency in Microsoft Office Suite, especially Excel, Word, and Outlook for event documentation, communication, and tracking.
• Familiarity with Microsoft Teams or similar platforms for internal communication and collaboration.
• Ability to stand and walk for extended periods during event setups, site tours, and on-site event execution.
• Frequent movement between resort venues, both indoor and outdoor, in varying weather conditions.
• Ability to lift, carry, or move items up to 25 pounds (e.g., event materials, setup documents, signage).
• Comfortable navigating stairs, historic buildings, and uneven surfaces throughout Colonial Williamsburg properties.
• Must be able to remain in a stationary position for periods of time while working on a computer or handling administrative tasks.

Nice To Haves

• Experience in conference services, catering, or event operations within a full-service hotel or resort environment strongly preferred.
• In-depth knowledge of hotel operations, including banquet, catering, lodging, and front-of house coordination.
• General knowledge of Colonial Williamsburg’s mission, venues, and historical significance.
• Experience with event management software (e.g., Opera and Prismm) is strongly preferred.

Responsibilities

• Manage assigned group meetings and events from sales turnover through on-site execution, ensuring all event details are planned accurately and delivered as contracted
• Serve as the primary operational contact for assigned groups, communicating timelines, logistics, and changes to clients and internal partners
• Prepare and maintain detailed event documentation, including resumes, banquet event orders (BEOs), and event timelines
• Coordinate meeting space, food and beverage functions, audio visual needs, guest room blocks, and ancillary services for groups ranging in size and complexity
• Collaborate closely with Sales, Banquets, Culinary, Front Office, Housekeeping, and other operational departments to ensure seamless event execution
• Monitor contracted food and beverage minimums, concessions, and event requirements to support revenue protection and minimize service recovery
• Conduct pre-event meetings and on-site checks to confirm room setups, timing, and service readiness
• Respond to client questions, adjustments, and on-site needs to support a positive guest experience and repeat business
• Track event changes and communicate updates clearly to ensure accuracy and operational alignment
• Support the execution of group programs contributing to multi-million-dollar annual group revenue at the property

What This Job Offers

• Job Type: Full-time
• Career Level: Manager