The Event Operations Executive is responsible for the successful handling of small to medium group for all segment, This role ensures effective communication with clients and efficient coordination with departments concerned, under the general guidance of the Director of Event Operations, maximizing business opportunities.

Responsibilities

As the Event Operations Executive, you will be responsible for performing the following tasks to the highest standards:

• Follow through from negotiation until departure for events assigned. 

• Liaise with clients on finalizing details and give professional advice on set-ups and planning of events. 

• Issue instructions of groups related information to other departments via Group action plan and the banquet event order (BEO).

• Liaise and supervise the preparation of arrangement with all concerned department to ensure everything is in order through Group action plan and BEO meeting on a weekly basis.

• Practice up-selling at all opportunities to maximize revenue.

• Ensure effective communication with clients and internal departments. 

• Professionally hand over the operational duties with introduction to assigned Banquet/Outlet Manager to ensure the communication and quality service is delivered to our clients at all times. 

• Maintain close coordination with respective departments on organizers’ requirements and last-minute event requirements. 

• Be visible to organizers and clients during their event / group dates and monitor guest satisfaction. 

• Verify the final bill and collect balance payment as per group payment method.

• Obtain client’s feedback upon departure and through Meeting Planner Survey (MPS) with the necessary actions.

• Responsible for updating the internal system with accuracy and consistency including OnQPM and Delphi system.

• Maintain close communication with concerned Sales Managers during the process. 

• Involve concerned Sales Managers during post-event meetings and post-event follow-ups such as sending thank you letters and post-event critique forms together. 

• Prepare reports, letters, memos and correspondence including those of a confidential nature for the ADOE/DOE and maintain files accordingly. 

• Responsible for internal function, issue Banquet event order (BEO) and liaise with concerned department.

• Responsible for an efficient and updated filing system for the department.

• Take & transcribe minutes of meetings.

• Keep track of appointments and various meeting schedules.

• Maintain adequate stock of office supplies, initiate necessary requisition on a weekly basis.

• Establish good working relationships with internal customers (other departments of the hotel) and external customers (clients, event contractors, suppliers). 

• Cross-sell other Hilton hotels. 

• Liaise with the Food & Beverage department in ensuring that the hotel hygiene and food safety control standards are maintained. 

• Always ensure that a hospitable service atmosphere is projected at all times in the hospitality business. 

• Perform any other reasonable duties and responsibilities  as may be delegated by DOE.

Qualifications

• Qualifications

  • Bachelor's degree in Hospitality Management, Event Management, Business Administration, Marketing, or a related field.
  • Minimum 3 years of experience in event operations, event management, banquet operations, or a related role within the hospitality industry.
  • Basic knowledge of hotel operations, preferably with experience in an international hotel chain.
  • Strong organizational and coordination skills with the ability to manage multiple events simultaneously.
  • Good interpersonal, communication, and customer service skills.
  • Basic sales and negotiation skills.
  • Proficient in Microsoft Office applications (Word, Excel, PowerPoint) and basic computer skills.
  • Ability to work flexible hours, including weekends and public holidays, when required.
  • Strong problem-solving skills and attention to detail.
  • Good command of written and spoken English.