Events & Groups Executive

Hotel Café Royal is an iconic 5-star luxury hotel situated in the heart of Central London, next to Piccadilly Circus. With 159 exquisitely designed rooms and suites, 7 dedicated meeting and event spaces including the stunning Pompadour Ballroom with terrace, as well as 3 restaurants and 1 bar space, we offer exceptional facilities for a range of events. We are looking for a dynamic and detail-oriented Events & Groups Executive to join our team and provide a first-class service to our clients and guests.

Hotel Café Royal enjoys an unrivalled setting on Regent Street where the elegance of Mayfair, energy of Soho and sophistication of St. James combine. It's where history, culture, business and the stage are just steps away. That's one reason why, for 150 years, people who make a difference have made their way through these doors. For Oscar Wilde and Muhammad Ali, Winston Churchill and David Bowie, David Chipperfield and Albert Adri, Hotel Café Royal has always been the vibrant living room of London, the place to convene, converse and celebrate.

The Role:

As an Events & Groups Executive, you will be responsible for managing event inquiries, building and maintaining strong relationships with clients, coordinating and executing event planning including the negotiation and sale of food and beverage, venue hire, AV equipment. You will ensure the highest standards are met from the initial enquiry up until the day of the event, consistently delivering a high standard. You will work closely with other departments such as the Events Operations team, Guest Relations, Front Office, and kitchen teams to deliver seamless and memorable events that exceed our guests' expectations. You will also undertake a range of follow up duties including billing and post event feedback in order to generate repeat business.

Key Responsibilities:

• Respond within 4-hours to incoming enquiries via phone, email, third party agencies, and in-person, providing professional and prompt responses.
• Possess and exude knowledge of the Hotel and its offerings and how the clients event will best be organised within its spaces.
• Conduct site visits and tours with potential clients, showcasing our event spaces and discussing options to suit their needs.
• Build and maintain positive relationships with clients, understanding their needs and preferences to create tailored event solutions while keeping the Hotels best interests in mind
• Understand departments revenue goals and how to quote and negotiate based on the departmental strategy
• Convert event only bookings, and assist in conversion of ancillary Hotel requests, including bedrooms (less than 8) and F&B outlets, to appropriate level as set out by department and in accordance with departmental budget
• Guide client through event/group planning process with information and deadlines to extract required detail for Hotels execution
• Maintain a high level of detail in all data entry (including rooming lists, Salesforce), paperwork (BEOs, estimates, memos) and documentation according to Hotel standards
• Manage group (minimum 8 bedrooms per night) bookings including or excluding event space, suite events and events only bookings, juggling and fulfilling requests and demands from various markets
• Communicate with the Hotel departments appropriate to the requests and demands of the client while staying within Hotel guidelines to enhance the guest experience through thoughtful and personal touches
• Own complete billing cycle for clients from deposits to estimates to final invoicing with accuracy and timeliness
• Conduct post-event follow-ups with clients to gather feedback and build long-term relationships for repeat business.
• Represent the Hotel and brand at an appropriate level while being a brand ambassador at networking events inside and outside the Hotel
• Be a team player, supporting both departmental peers and Hotel-wide employee
• Maintain timeliness and attendance while balancing appointments and networking/entertaining commitments
• Flexibility to work outside standard business hours when required, based on the needs of the events.

Requirements:

• Previous experience in event planning, coordination, or a similar role within a luxury hotel environment is preferred.
• Strong communication and interpersonal skills, both written and verbal, with the ability to build and maintain relationships with clients and colleagues.
• Excellent organizational and time-management skills, with a keen eye for detail.
• Ability to manage multiple events simultaneously and work well under pressure.
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint) and event management software; experience with Salesforce, Social Tables, Cvent and Opera is desirable.
• Flexibility to work outside standard business hours, including weekends and evenings, as required by event and group schedules.
• A positive, proactive, and service-oriented attitude, with a passion for delivering exceptional guest experiences.
• Ability to work on site at the hotel on a full time basis.

The benefits:

• Pay of up to £35,000 Including Service Charge
• Access to heavily discounted friends and family rooms rates across the Set Hotels
• Two complimentary rooms nights per year in London, Paris or Amsterdam (after 1 year of employment)
• Up to 50% colleagues discount in all our food and beverage outlets
• Colleague wellness sessions in our Akasha spa each month including osteopath, podiatrist, yoga and fitness classes (as well as staff discounts on spa treatments)
• Regular social events, including our infamous Summer Party (August) and Black-Tie Annual Awards dinner (January)
• Christmas celebrations, including colleague lunch, childrens party and Christmas gift
• Automatic membership of the companys life assurance scheme from day one
• Generous discounts on retail and dining in Central London through the West End Club app
• Mental health support including Employee Assistance Programme (EAP) and mental health champions in all departments
• A variety of external benefits including gym discounts and free eye tests
• Cycle to work scheme and season ticket loan
• A wide range of both internal and external training and development programmes to support all of our colleagues career progression
• The usual bits and bobs such as free meals on duty, uniform laundry, pension & holiday.

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