Highgate is a premier real estate investment and hospitality management company widely recognized as an innovator in the industry. Highgate is the dominant player in U.S. gateway markets including New York, Boston, Miami, San Francisco and Honolulu, with a rapidly expanding presence in Europe, Latin America, and the Caribbean. Highgate’s portfolio of global properties represents an aggregate asset value exceeding $20B and generates over $5B in cumulative revenues. The company provides expert guidance through all stages of the hospitality property cycle, from planning and development through recapitalization or disposition.  Highgate also has the creativity and bandwidth to develop bespoke hotel brands and utilizes industry-leading proprietary revenue management tools that identify and predict evolving market dynamics to drive out performance and maximize asset value. With an executive team consisting of some of the industry’s most experienced hotel management leaders, the company is a trusted partner for top ownership groups and major hotel brands. Highgate maintains corporate offices in London, New York, Dallas, and Seattle.

The Newbury Boston at One Newbury Street, located in the premier shopping and dining neighborhood of Boston’s Back Bay is an iconic property originally opened in 1927 as one of the first Ritz-Carlton hotels in the U.S. and most recently was the Taj Boston. The building was recently transformed into a 286-room luxury hotel with 16,000-sq-ft of stunning event spaces, signature dining experiences and a reimagined front entrance on Newbury Street.

The Assistant Director of Conference Services is responsible for directing, coordinating, training and supervising the Meetings and Special Events Team. He/she is also responsible for coordinating, supervising and directing assigned group business after it is turned over by the sales department, throughout and through the closure of the event and subsequent financial aspects of the program, while maintaining profitable operations and high-quality products and service levels. He/she is expected to assist in maintaining revenue and payroll budgets and reducing employee turnover. The Assistant Director of Conference Services is also responsible for acting as a liaison between client and operating departments to ensure a successful meeting/event and to generate repeat business.

• Manage existing accounts and follow up with client re-bookings to capture repeat business opportunities.
• Respond to requests by Meeting Planners immediately.
• Interact with outside planners, vendors for event set-up.
• Maintain pricing integrity and propose upscale menus for clients.
• Create, review and revise rooming lists and VIP lists.
• Manage the Delphi/Salesforce and adjust space in order to ensure maximum potential revenue.
• Be visible on the floor and assist staff as needed during functions.
• Set up and manage meeting planner evaluation platform and communicate results.
• Respond to guest complaints in a timely manner.
• Keep managers fully informed of all problems or matters requiring his/her attention.
• Work with F&B managers and keep them informed of F&B issues as they arise.
• Prepare and submit required reports in a timely manner.
• Know meeting room set-ups and capabilities.
• Know guest room and suite types and pricing.
• Have comprehensive knowledge of all operational departments within the hotel; guest services, reservations, housekeeping, audiovisual, switchboard, accounting, restaurants, bars, and engineering.
• Be involved in and/or conduct departmental and hotel training (One to One Customer Service Training, etc.)
• Plan and execute holiday and special events in conjunction with the Catering Managers.
• Use feedback from Meeting Planner evaluations to improve service and quality.
• Coordinate all aspects of the ongoing implementation of the Highgate Hotel Enrichment philosophy of service.
• Ensure participation within department for monthly team meeting.
• Focus team on their role in contributing to the Guest Service and audit scores
• Conduct meetings according to Highgate Hotel standards as required by management.
• Act as a mentor and leader to junior members of the team, demonstrating professionalism, accountability, and a collaborative spirit.
• Take initiative in supporting team development and knowledge sharing across the department.
• Actively identify upselling opportunities within vent planning conversations to drive incremental revenue across food and beverage, guest rooms, and ancillary services such as audio visual and rentals.

Education & Experience: 

• At least 5 years of progressive experience in a luxury hotel; or a 4-year college degree and at least 3 years of luxury hotel experience.
• 3+ years of supervisory meeting and events experience required.
• Must be proficient in Delphi/Salesforce, Microsoft Office programs (Excel/Word), PowerPoint and company approved spreadsheets.
• Must have knowledge of F&B preparation techniques, health department rules and regulations, liquor laws and regulations.

Physical Requirements:

• Flexible and long hours sometimes required.
• Light work - Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently or constantly to lift, carry, push, pull or otherwise move object.

General Requirements:

• Maintain a warm and friendly demeanor at all times.
• Must be able to complete Banquet Event Orders, Resumes, Payroll and any other MSE responsibilities.
• Must be able to effectively communicate both verbally and written, with all level of employees and guests in an attentive, friendly, courteous and service oriented manner.
• Must be effective at listening to, understanding, and clarifying concerns raised by employees and guests.
• Must be able to multitask and prioritize departmental functions to meet deadlines.
• Approach all encounters with guests and employees in an attentive, friendly, courteous and service-oriented manner.
• Attend all hotel required meetings and trainings.
• Maintain regular attendance in compliance with Highgate Hotel Standards, as required by scheduling, which will vary according to the needs of the hotel.
• Maintain high standards of personal appearance and grooming.
• Comply with Highgate Hotel Standards and regulations to encourage safe and efficient hotel operations.
• Maximize efforts towards productivity, identify problem areas and assist in implementing solutions.
• Must be able to understand and evaluate complex information, data, etc. from various sources to meet appropriate objectives.
• Must be able to maintain confidentiality of information.
• Perform other duties as requested by management.