Conference Service and Event Manager en Ocean House Collection

Job Description

Conference Service & Event Manager

A Collection Unlike Any Other

The Ocean House Collection includes three luxury properties on the Rhode Island shoreline.

Ocean House is the Collection’s Forbes Five-Star flagship, offering 49 guest rooms, 20 signature suites, and 13 private villa vacation homes. Amenities include a 12,000-square-foot Ocean & Harvest Spa, over 10,000 square feet of indoor and outdoor meeting space, and up to 8 unique dining venues in peak season.

Weekapaug Inn delivers a relaxed but luxurious New England experience. With 29 guest rooms and 4 signature suites, the inn’s dining celebrates seasonal, locally sourced ingredients, enhanced by bespoke resort activities and naturalist-led excursions.

Watch Hill Inn, founded in 1845, combines historical charm with cutting-edge technology across 21 suite-style accommodations. Guests enjoy access to the full range of amenities, dining, and experiences at both Ocean House and Weekapaug Inn.

Scope of Position

The Conference Service & Event Manager manages all phases of property events, from planning through execution and follow-up, ensuring a smooth turnover from sales to service. Responsibilities include preparing event documentation, coordinating with Sales, Operations, and clients, maximizing revenue through up-selling and enhancements, and serving as the primary on-site contact to deliver exceptional events and guest experiences.

Schedule Requirements

The operation runs 24/7, including all holidays. While the company strives to support work-life balance, team members may be required to work extended shifts, additional days, or for some positions, travel with occasional overnight stays based on business needs. Time off should be scheduled responsibly, with the understanding that weekends—particularly Friday through Sunday from Memorial Day to Columbus Day, as well as Monday holidays—are peak business periods. Requests for time off during holiday weekends are generally not granted. Flexibility is essential, as it creates greater opportunities to learn, grow, and earn.

Key Relationships

Internal: This position reports directly to the Director of Catering & Events.

External: The Event Manager has regular contact with the company’s suppliers and vendors, social and group clients, prospective clients, guests, members, and residences owners.  Appropriate relationships with key industry partners is essential to enhance the image of the Company and the attainment of its objectives.

Key Responsibilities

Event Planning & Execution

• Manage and coordinate all in-house resort events, from initial planning through final execution.
• Oversee development of relationships with outside vendors (musicians, florists, rental companies) and community group–sponsored events.
• Prepare proposals, estimates, contracts, Banquet Event Orders (BEOs), and lead BEO meetings for assigned groups and events.
• Support site tours for prospective and current clients, ensuring space reviews and event details are addressed.
• Assist in developing and applying policies and procedures related to event planning.
• Oversee special cultural programs, including art shows, antique shows, and music events, as directed.

Client & Guest Relations

• Manage responses to private dining requests in the Cottage, Signature Suites, and Members & Owners areas.
• Ensure proposals and client documents are error-free and aligned with hotel standards.
• Address guest concerns promptly, escalating issues to the Director of Catering & Events when needed.
• Collaborate with the Director of Sales & Marketing to generate publicity for special events.

Financial & Administrative Management

• Manage expenses for in-house events, including labor, cost of goods, and net profit.
• Control revenues and expenditures, recommending future budget appropriations.
• Review final billing with accounting team for accuracy prior to client delivery.
• Update and publish the monthly Resort Activity Calendar to include all in-house events.
• Provide support to catering team colleagues.
• Recruit and coordinate volunteers and contract service employees (e.g., musicians, artists, entertainers).
• Book all music and entertainment for resort venues, handling travel, housing, and contract negotiations.
• Coordinate with the Resort florist on weekly, monthly, and holiday décor.

Standards & Professionalism

• Uphold the Company’s Statement of Purpose and Service Excellence Pillars
• Represent the Company with professionalism, integrity and respect
• Carry out other duties consistent with the scope and purpose of this role.

Required Job Knowledge, Skills, Experience, and Education

• Bachelor’s degree or equivalent experience required; prior luxury hotel operations experience preferred.
• Ability to manage multiple complex tasks and projects effectively under pressure while maintaining attention to detail, accuracy, and confidentiality. 
• Strong research, analytical, organizational, and problem-solving skills with sound judgment in tense situations. 
• Advanced verbal and written communication skills in English, with the ability to work across diverse teams, clients, and community groups. 
• Knowledge of office management practices and recreation administration, including program planning, leadership, risk management, budgeting, marketing, and public relations. 
• Ability to plan, promote, and evaluate innovative recreation services and events that address community needs and encourage participation. 
• Demonstrated leadership and teamwork skills with the ability to establish and maintain strong relationships with staff, officials, committees, agencies, and individuals. 
• Commitment to upholding company standards, policies, and procedures.

Physical Requirements:

• Ability to stand and walk for extended periods.
• Must be able to lift and/or move up to 25 pounds.
• Comfortable in a variety of environments, including kitchens, dining rooms, and outdoor venues.

Acknowledgment

I certify that I have read and understood the job description, including the physical requirements, and confirm that I am physically able to perform the essential duties as outlined. I acknowledge that this job description is not exhaustive and may be amended at any time.

Employee Signature: _________________________     Date: _____________