SUMMARY:
1. Position Overview
The Assistant Meetings & Events Manager is responsible for the full reservations process for group bookings and planning of the group’s stay, reporting to the Meeting & Events Manager. The candidate needs to provide a supportive role to ensure seamless communication between clients and the property, delivering exceptional five-star experiences that align with Qwabi’s brand and service standards. The ideal candidate has operational experience including wedding co-ordination, that will assist in the planning process, is highly organised, proactive, confident in planning complex itineraries and managing multiple stakeholder requirements.
2. Key Responsibilities
Event & Group Booking Process
Manage all enquiries via email correspondence.
Prepare event quotes.
Maintain accurate records, documentation, and filing systems.
Use OPERA for reservations, block management, billing, and room allocations.
Coordinate invoicing and ensure correct financial reconciliation post-event.
Plan arrival and departure processes for groups, ensuring smooth flow, accurate rooming lists and operationally viable itineraries and clear, detailed function sheets.
Sales Support
Collaborate closely with the Sales team on rates, packages, and event proposals.
Client Relationship Management & Site inspections
Serve as the secondary point of contact for group organisers and event planners prior to their arrival at the property.
Assist the Meetings & Events Manager with site inspections.
Maintain professional relationships with agents, tour operators, and corporate clients.
Provide excellent pre-arrival communication and support.
Operational Delivery
On occasion, assist in Lodge operations with regards to groups to ensure smooth running of the event.
3. Required Skills & Competencies
Minimum 2 years of experience in groups/events management within a luxury lodge, hotel, or hospitality environment.
Strong administrative and organisational skills with high attention to detail.
Excellent interpersonal and communication skills.
Ability to work under pressure, multitask, and meet deadlines.
Proficient in Microsoft Office (Excel, Word, Outlook).
OPERA PMS experience is a strong advantage.
Professional, calm, and solutions-driven approach.
Strong coordination ability across multiple departments.
POSITION INFO:
Hospitality, Tourism or Events Planning qualification preferred.
Experience in a game reserve or remote lodge environment beneficial.
