Events & Meeting Manager

The Wyndham Grand Jupiter is seeking a detail-oriented and enthusiastic Events & Meeting Manager.  The Events & Meeting Manager is a key administrative, operational, and revenue-supporting member of the Sales, Catering, Events, and Marketing team. The role manages group pre-arrival processes, rooming lists, group turnovers, site preparations, welcome amenities, reporting, lead management, and short-term meetings and events from inquiry through contracting and detailing.

This position serves as the property’s official Lead Catcher, ensuring inquiries, walk-ins, and assigned leads receive prompt, professional follow-up and are accurately managed in Delphi. The manager also supports revenue growth through room block management, attrition monitoring, and premium-room upselling while delivering an exceptional client and guest experience.

·         Inspire greatness in your team.

·         Encourage and support team members to reach their full potential.

·         Create a work environment that is a Great Place to Work for all.

·         Lead with integrity, transparency, respect, and professionalism.

·         Care for your team and their families.

· Provide administrative support to the Sales, Catering, Events, and Marketing team.

· Maintain accurate group, event, contract, client, and billing records.

· Generate weekly, monthly, and ad hoc reports as assigned.

· Assist with forecasting, pace reporting, revenue tracking, deposits, amendments, and billing documentation.

· Maintain organized electronic and physical files and ensure information is current and accessible.

· Manage group rooming lists from contract execution through group arrival and departure.

· Monitor and communicate cut-off dates, room pickup, block utilization, and potential attrition exposure.

· Follow up with clients to secure timely and accurate rooming lists and maximize pickup.

· Identify and execute opportunities to upsell premium room categories, upgraded accommodations, and suites.

· Prepare rooming-list, pickup, pace, forecast, and related group reports as requested.

· Audit group reservations for accuracy and resolve discrepancies before arrival.

· Partner with Sales, Revenue Management, Reservations, and Operations to maximize occupancy and room revenue.

· Prepare and distribute complete group turnover documentation to Events, Catering, and Operations.

· Coordinate and participate in group turnover and operational meetings.

· Create and maintain accurate group resumes and supporting event documentation.

· Track critical dates, concessions, billing requirements, deposits, and operational needs.

· Ensure group files are complete, organized, and ready for successful execution.

· Coordinate client site inspections, property tours, and pre-arrival visits.

· Prepare guestrooms, meeting space, public areas, collateral, and itineraries for site inspections.

· Conduct pre-arrival quality checks for VIPs, planners, and key group contacts.

· Coordinate welcome amenities, arrival gifts, VIP arrangements, welcome letters, and group-specific requests.

· Partner with Housekeeping, Front Office, Food & Beverage, Banquets, and Engineering to ensure seamless arrivals.

· Handle short-term, small meetings and events with space-only or limited-service requirements.

· Respond to inquiries received by phone, email, walk-in, referral, hotel channels, Delphi, and assigned lead sources.

· Manage assigned business from qualification and quoting through contracting, detailing, execution, and follow-up.

· Prepare proposals, contracts, banquet event orders, resumes, and event documentation.

· Conduct planning calls and client meetings, confirm all program details, and communicate changes to operational teams.

· Maintain high service standards with the goal of earning repeat and referral business.

· Serve as the hotel’s official Lead Catcher and central point of intake for incoming sales and event leads.

· Receive, qualify, assign, distribute, and track leads according to hotel standards.

· Ensure timely responses and follow-up for all inquiries, walk-ins, and assigned opportunities.

· Maintain complete and accurate accounts, contacts, activities, traces, bookings, and lead records in Delphi.

· Produce lead activity, conversion, and pipeline reports as requested.

· Demonstrate strong Delphi proficiency and support consistent system use across the team.

· Provide coverage for team members during vacations, business travel, scheduled days off, and other absences.

· Assist with on-site event support during peak periods and high-demand dates.

· Attend departmental, operational, and client meetings as required.

· Support additional sales, catering, event, and hotel projects as assigned.

· Assist the Director of Marketing with special projects, promotions, community initiatives, and hotel activations.

· Coordinate Wyndham Rewards point awards for qualifying groups and events, including documentation and tracking.

· Coordinate hotel gift card sales, fulfillment, inventory, reconciliation, and reporting.

· Assist with marketing collateral, promotional inventory, sponsorships, and seasonal programming.

We are an equal opportunity employer committed to diversity and inclusion and strive to be a Great Place to Work for All.