The Drake has humble beginnings, with a small team of entrepreneurial spirits whose energy has transformed into a growing group of dreamers + doers. As a leading hotel, hospitality + lifestyle brand in Canada, [and winner of Canada’s Top Small + Medium Employers, might we add...] The Drake is an ever-expanding cultural hub that brings communities together around one-of-a-kind experiences that blend food + drink, art + music, meetings + weddings and unforgettable hotel stays, all delivered by some of the best people you’ll ever meet.

An experiential lifestyle brand that delivers the true Canadian experience through the creation of neighbourhood hubs that celebrate the communities we are in. We bridge the art of the moment and intentional hospitality to ignite curiosity within the modern traveler.

The objective of the Special Events Coordinator is to coordinate, manage, and execute as many successful functions as the business will allow. They will receive all client files once confirmed via Special Event Sales and ensure that a smooth/clear transition from sales to coordinator takes place in a timely fashion. Upon securing of business, clear communication must be practiced with all departments to ensure extraordinary execution. The Special Events Coordinator’s role ensure that events are executed smoothly with client needs/wants/concerns being addressed and mitigated accordingly. They are responsible for ensuring that every booking is an operational win by ensuring timely + thorough communication occurs inter-departmentally, and that Drake Services standards and best practices are being adhered to at all times.

As an ambassador of Drake Hotel Properties, they are expected to greet all guests with enthusiasm, be well informed in all aspects of our offerings, and provide our guests a world-class experience. The ideal candidate has a passion for hospitality and is eager to build on their experience, as well as best practices in guest service, coordination, and event sales.

PRIMARY RESPONSIBILITIES:

• Coordinates all catering needs, conference service activities and client specifications to deliver smooth execution of meetings and events
• Responsible for maximizing food and beverage revenues from assigned groups by solicitation of affiliate business and up selling
• Work with Special Event Managers to improve and uphold consistent event coordination standards
• Attend weekly Menu + AV Meetings with culinary + AV teams
• Attend weekly Operations Meetings and share sales updates, upcoming events, feedback, issues and relevant information
• Responsible for the creation of run sheets for each event
• Print menus and labels for special event groups
• Maintain contact and effective communication throughout the planning process to ensure the highest level of guest satisfaction for all clients
• Assist with development of targeted client mailing lists and manage the client data base
• Responsible for passing off all bar/beverage needs ex. garnish, ice, special cocktails, etc. to the Bar Manager
• Ownership of event staffing needs via Operation Managers
• Ownership of event programming; booking DJs, performers, artists, installations, AV needs, etc. via Drake Programming and Tech Team
• Accountable for all rental and equipment needs via Rental Partners
• Provide Operations Team with needs for custom POS (corkage, custom products, )
• Conduct event briefings with all staff and management, onsite and prior to event
• Be present at all events and act as clients point of contact. Working with the events staff to set up the event and liaise with the Operations Team for seamless hand-off to close the event
• Handle final billing and reconciliation of full event
• Client thank you cards, survey and warm referral offering
• Enters all new menus and pricing updates in TripSeat/ Opera S&C
• Meticulously update event files as necessary with decor information, timing, vendor information, menu selections & special requests should anything change
• Create + update event coordination training resources
• Leads as an example, and follows all property best practices and procedures exactly (including set up and tear down)
• All Special Event member must support answering all incoming phone & email inquiries in a polite and timely manner
• Conducts site inspections showing events spaces and guestrooms with in-depth knowledge of Drake ethos + space capabilities
• Monitor sales collateral + menu offerings to ensure that they are accurate and current
• Liaise with Sales + Event Specialist to create necessary packages, blitzes + outreach programs to ensure that the sales pipeline is always active
• Assist Special Event team member with tours, package information, capacity information + recommended vendor information as requested and as necessary to support the team

KEY QUALIFICATIONS:

• Effective oral and written communication skills
• Professional presentation and recognized ability for persuasive sales
• Ability to set and execute high standards of performance
• Advanced organization and planning skills and the ability to respect tight schedules
• Working knowledge of Excel, Triple Seat, Opera Sales and Catering, Silverware

Special event employees may be required to work varying schedules to reflect the business needs of the properties and events.

What We Offer:

We pride ourselves in providing strong leadership + development opportunities for passionate hospitality professionals looking to build rewarding, long-term careers. The Drake offers a competitive compensation and benefits package, employee discounts, training + development support and many other unique perks as a part of joining The Drake team.

The Drake Hotel is an equal opportunity employer: We are committed and actively working towards fostering a positive, supportive, and creative environment at Drake Hotel Properties that promotes equity, inclusiveness and diversity. We welcome job applications from candidates of all backgrounds including, but not limited to, Indigenous, Black, and racialized persons; refugee, newcomer and immigrant persons; two-spirit, LGBTQ+ and gender non-binary persons, and persons with disabilities. Please advise us of any accommodations needed to ensure you can access and complete the submissions process.