Group & Events Executive

Overview

Group & Events Executive Jobs in Hanoi, Hanoi, Vietnam at Capella Hotels and Resorts

Title: Group & Events Executive

Company: Capella Hotels and Resorts

Location: Hanoi, Hanoi, Vietnam

Reporting to the Groups & Events Manager, the Groups & Events Executive is a line-staff role and the primary administrative, coordination and client-delivery support for group and event business. The role allocation is structured as follows: 40% of time is dedicated to supporting the Groups & Events Manager; 20% to ownership, data integrity and reporting in Opera Sales & Catering; and the remaining 40% to independent booking management, event coordination and the other responsibilities set out in this job description.

The Groups & Events Manager leads reactive sales and may begin the initial communication, qualification, commercial discussion and relationship-building with a client before handing the booking to the Executive. Following handover, the Executive is expected to take full day-to-day ownership through contracting, planning, BEO and Group Resume preparation, event delivery, billing coordination and the post-group debrief. This handover is an intentional part of the operating model, not an exception. The Executive will also independently manage allocated bookings from enquiry stage through to post-event follow-up. The role works closely with the pro-active sales team, as well as Revenue, Finance, Operations and legal counsel.

The Executive is also the custodian of Opera Sales & Catering for all groups, events and outside catering. The system must remain complete, current and auditable so that the Director of Sales & Marketing (DOSM) and Groups & Events Manager can rely on it for reporting, pipeline visibility and follow-up status at any time.

THE ROLE

Role allocation: 40% support to the Groups & Events Manager; 20% Opera Sales & Catering ownership, data integrity and reporting; and 40% independent booking ownership, event delivery and all other responsibilities.

Support to the Groups & Events Manager (40%)

• Act as the Groups & Events Manager's principal administrative and execution support. The Manager may initiate client communication and shape the commercial approach before handing the booking over. In the Manager's absence, act as the department head and primary point of accountability for Groups & Events, assuming full day-to-day responsibility for priorities, workflow, client matters, decisions and escalations within delegated authority. Maintain commercial and operational continuity, report to the DOSM and ensure that no critical action, deadline or client matter is left unattended.
• Receive each handover in a structured manner and review the complete booking history, client objectives, scope, rates, concessions, option dates, decision process, deadlines and identified risks. Clarify missing information before assuming day-to-day ownership.
• Take over routine client communication, follow-up and detailed coordination after handover, while keeping the Groups & Events Manager appropriately informed and escalating strategic relationship, pricing, contractual or reputational matters.
• Prepare, issue, revise and control proposals, quotations, contracts, addenda, amendments and approval documentation. Liaise confidently and accurately with internal or external legal counsel, Finance, Revenue, the client's legal or procurement representatives and other approvers until documents are agreed and signed.
• Maintain the Groups & Events Manager's pipeline administration, option dates, action lists, client files, conversion updates and weekly status reporting in Opera Sales & Catering. Ensure delegated actions are captured as traces, proactively chase outstanding inputs and flag deadlines, risks, payment concerns and contract deviations.
• Arrange and support site inspections, planning calls, client presentations, handover meetings and internal briefings, including agendas, minutes, follow-up actions, templates and supporting documentation.
• Support the orderly handover and delivery of leads generated by the pro-active sales team, ensuring that sales intelligence, client expectations and agreed commercial commitments are accurately transferred into the booking file.
• Own detailed administration and operational preparation delegated by the Groups & Events Manager, freeing the Manager to focus on reactive sales conversion and key client engagement; this is a core expectation of the role.

Opera Sales & Catering ownership, data integrity and reporting (20%)

• Take full ownership and accountability for the complete and timely capture of every group, event and outside catering booking in Opera Sales & Catering from enquiry through post-event closure, irrespective of who originated the lead, handled the initial engagement or issued the proposal.
• Maintain detailed, date-stamped notes of client communications, follow-ups, decisions, amendments, approvals, lost-business reasons and next actions. Create traces for every proposal and outstanding action, whether issued by the Executive or anyone else in the sales team; review traces daily and drive follow-up to closure or a clearly recorded outcome.
• Serve as the department's primary Opera Sales & Catering custodian and go-to reporting resource for the DOSM and Groups & Events Manager. Produce accurate pipeline, activity, conversion, production, lost-business, event and other reports as requested, resolve discrepancies and ensure the system is fully up to date before reports are issued.
• Convert all legacy, manual and Excel-based group and event trackers into Opera Sales & Catering, validate the data and maintain the system as the single source of truth. Manual spreadsheets must not be used as a substitute for system updates and may only be retained temporarily where specifically approved.
• Conduct regular data-quality checks for duplicate records, incomplete fields, overdue traces, expired options, missing notes or documents, incorrect statuses and unclosed events. Correct issues promptly and follow up with the relevant team member where information is outstanding.

Independent booking ownership, event delivery and other responsibilities (40%)

• Independently manage allocated group, event and outside catering bookings from initial enquiry through qualification, proposal, site inspection, negotiation within delegated authority, contracting, planning, execution, billing follow-up and post-group debrief.
• Serve as the principal day-to-day client contact after handover, providing polished, proactive and timely communication in both English and Vietnamese and ensuring that commitments are accurately documented and delivered.
• Prepare complete, accurate and operationally clear Banquet Event Orders (BEOs) and Group Resumes, obtain the required approvals and distribute them within the agreed hotel timelines. Record, version-control and communicate all subsequent changes without delay.
• Coordinate all event and accommodation details, including room blocks, rooming lists, VIPs, arrivals and departures, transfers, cut-off dates, attrition, meeting space, set-ups, menus, beverages, audio-visual requirements, signage, entertainment, activities, security, accessibility requirements and special requests.
• Organize pre-convention meetings, internal handovers, planning meetings and event briefings, ensuring that every operating department receives the latest approved information and understands its responsibilities, timing and service expectations.
• Coordinate deposits, credit applications, payment schedules, pro-forma invoices, master-account instructions, commissions, consumption updates, final billing and account reconciliation with Finance, escalating overdue or disputed items promptly.
• Provide on-site support for groups and events as required, anticipate operational issues, resolve concerns with urgency and discretion, and escalate matters appropriately while protecting the client experience and the hotel's commercial interests.
• Complete post-event follow-up and debriefs, capture client feedback, coordinate service recovery or complaint closure, verify outstanding revenue and billing matters, document lessons learned and identify repeat-business, upselling and cross-selling opportunities.
• Ensure that commercial commitments, signed contracts, client correspondence, operational changes, BEOs, Group Resumes, billing instructions and final booking files remain consistent with the information held in Opera Sales & Catering and comply with brand, legal, audit, confidentiality and data-protection requirements.
• Contribute to revenue optimization by identifying value-added solutions, upselling rooms, food and beverage, meeting packages and ancillary services, and supporting the effective use of guest rooms and function space.

TALENT PROFILE

Qualifications

• Diploma or degree in Hospitality, Events, Tourism, Business, Sales, Marketing or a related field, or equivalent experience.
• Excellent written and spoken Vietnamese and English; German or French is an advantage.
• Professional presentation, strong business etiquette and flexibility to support events outside office hours when required.

Work Experience

• Minimum 2 years' experience in Groups & Events, Catering/Event Sales or Event Operations, preferably in a luxury hotel or premium venue.
• Proven ability to manage complex bookings, multiple stakeholders and deadlines from enquiry to post-event follow-up.
• Experience in contract administration and cross-functional coordination with legal, finance, revenue and operations is preferred.

Technical Skills

• Strong attention to detail, organization and accuracy under pressure.
• Skilled in contract administration, event documentation (BEOs, Group Resumes, rooming lists, billing instructions) and deadline management.
• Excellent communication, client relationship, negotiation and commercial skills.
• Proficient in Opera Sales & Catering and Microsoft Office; knowledge of Opera PMS, Delphi or Cvent is an advantage.
• Highly organized, collaborative and solutions-focused, with the ability to prioritize independently while providing reliable support to the Groups & Events Manager.