Career Opportunities with Airlie Foundation

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Conference Planner

Department: Sales & Planning
Location: Warrenton, VA

Conference Planner 

Job Description


Job Summary:

The Conference Planning Manager is responsible for the planning and coordinating of all Conference group related activities and act as the primary liaison between the client and the staff of the property, with the focus on meeting and exceeding client expectations.

 Core Work Activities:                      

 Including, but not limited to:

  • Establish and maintain a positive, professional relationship with clients through effective, accurate, timely and reliable communication and action via telephone, email and/or in person.
  • Anticipate each clients’ needs, requirements and requests and aim to exceed their expectations prior to arrival and throughout their visit.
  • Attain targeted client satisfaction scores for the Planning Department measured by the Meeting Planner evaluation forms.      
  • Ensure all functions are checked prior to client’s arrival, guaranteeing all details are in agreement to clients requirements and Airlie’s standards. Address all client concerns as they develop ensuring instant appeasement.
  • Ensure all necessary information is obtained from the client in a timely and accurate manner. And then ensures the communication from the Planning Department to other departments is produced accurately and on time.       Communicates the client’s requirements to all the appropriate departments according to the contractual obligations using the prescribed planner checklist and via weekly BEO meeting.
  • Maintain client files, making sure they are kept organized and current with all information. Ensuring that all information is complete, accurate and distributed in a timely manner to all departments. Review distribution if in-house reports such as Daily Change Log to ensure consistency and completeness of information. 
  • To assist any department as is necessary due to business levels; which may require physical activity.

Candidate Profile:       

  •  Minimum two years hotel, catering/conference of meeting planning experience, required 
  •  Service Oriented
  •  Great attitude and eager to learn and willing to be a part of a large team
  •  Strong organizational skills
  •  Excellent written skills
  •  Excellent communication skills
  •  Detail and Goal oriented
  •  Proficient in Basic Computer Skills i.e., Word, Excel, etc.  
  •  DELPHI /Delphi FDC Experience a plus 

Supervision From:       Director of Sales and Marketing


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