Additional Considerations (if any):

-

At Hy-Vee our people are our strength. We promise “a helpful smile in every aisle” and those smiles can only come from a workforce that is fully engaged and committed to supporting our customers and each other.

Job Description:

Job Title: Conference Services Manager

Department: Ron Pearson Center

Pay Type: Salary

Revision Date: June 2025

General Function:
The Conference Services Manager serves as the primary liaison for clients hosting events at the Ron Pearson Center (RPC), managing all aspects of event planning and execution to ensure exceptional guest experiences. This role works closely with both internal Hy-Vee teams and external clients to coordinate event logistics, including room layouts, audiovisual needs, catering, and setup. The manager oversees events from initial planning through completion, resolves issues in real time, ensures compliance with safety and service standards, and provides post-event follow-up. In addition, the role contributes to continuous improvement by developing planning protocols, training staff, analyzing client feedback, and recommending enhancements to event packages, pricing strategies, and client retention initiatives.

Reporting Relationships:

Accountable and Reports to: Director, Ron Pearson Center & Conferences

Direct Reports: None

Primary Responsibilities:

Provides prompt, efficient, and friendly customer service to all guests of the RPC.

Meets with assigned contracted clients of the RPC to plan all details of their event.

Serves as client contact for the RPC during assigned event.

Works with RPC food service, A/V, and setup teams to deliver the best options for contracted clients and RPC/Hy-Vee.

Communicates with A/V to design/collaborate room layouts for events at the RPC.

Oversees and manages all aspects of assigned events.

Delivers successful and well-managed events meeting all the expectations of the client.

Follows up with event contact before, during, and at the conclusion of the event.

Communicates with the event contact to ensure all RPC aspects of the event were a success.

Sends handwritten thank you letter to event contact.

Communicates with RPC Sales Manager on rebooking needs of the client.

Works with Ron Pearson Center Sales Manager to confirm accuracy of billable items for invoicing.

Completes and files event summaries with RPC Director, Assistant Director, and Sales Manager.

Independently resolve significant client issues during planning or execution of events (e.g., major service complaints, contractual disagreements) without requiring pre-approval.

Ensure all events meet company policies and legal compliance standards (e.g., safety, alcohol service, occupancy limits).

Develop and implement standardized event planning protocols and policies, including best practices for customer engagement, venue setup, and service delivery.

Assist with training programs for RPC staff (e.g., banquet captains, servers) on event execution standards, customer service expectations, and emergency response procedures.

Design event packages and pricing recommendations based on analysis of past event profitability, seasonal trends, and client demand.

Collaborate with the Ron Pearson Center Director, Assistant Director and Executive Chef on enforcing policies, booking guidelines, cancellation policies, and standards of conduct for external clients.

Collaborate with the Sales Manager and Director to develop strategic initiatives for client retention and new business acquisition, including event promotions or loyalty programs.

Analyze customer feedback and post-event surveys to recommend improvements to event offerings or services

Reports to work when scheduled and on time.

Education and Experience:
High school diploma or equivalent required. Bachelor’s Degree in Event Planning preferred or 3-5 years previous related work experience preferred.

Physical Requirements:

Must be able to stand and walk for extended periods of time.

Visual requirements include vision from less than 20 inches to more than 20 feet with or without correction, depth perception, color vision, and field of vision.

Must be able to climb, balance, kneel, reach, stand, walk, pull, lift, grasp, feel, talk, hear, and perform repetitive movement.

Ability to work flexible hours, including evenings and weekends, as needed for events.

Knowledge, Skills, Abilities and Worker Characteristics:

Commitment to the Hy-Vee mission and a willingness to promote the values of the company.

Excellent verbal and written communication skills.

Superior interpersonal skills; ability to relate to and interact with other people in a friendly, professional manner.

Ability to identify problems, develop and execute solutions.

Ability to interact with advanced computer systems, including schedule management and presentation production applications, as well as job-specific programs.

Excellent written and verbal communication skills required.

Commitment to the Hy-Vee Mission and a willingness to promote the values of the company.

Strong interpersonal skills. An ability to relate to and interact with other people in a friendly, professional manner.

Ability to identify problems, develop and execute solutions.

Working Conditions:
Duties are performed in an office and food service setting. Frequent pressure to meet deadlines and handle multiple projects in a day.

Equipment:
Calculator, copier, telephone, printers, Microsoft Office programs, and specialized event software.

Contacts:
Frequent contact with Hy-Vee management employees, outside customers, vendors, and advertising contacts.

Financial Responsibility:
Limited

Confidentiality:
Limited

Are you ready to smile, apply today.