Director of Hospitality

Job Title: Director of Hospitality

Salary Range: $85,000-$95,000 (commensurate with experience)

Status: Exempt

Department: Events 

Reports To: Chief Marketing Officer

Position Overview

The Director of Hospitality is responsible for the strategic planning and seamless execution of all internal and external events held on the Newfields campus. This role ensures every event aligns with Newfields mission, values, and standards of excellence. 

The Director of Hospitality will drive revenue growth by securing and executing high-quality events while fostering a sales-driven culture within the department, as well as overseeing other revenue driving initiatives as needed. They will develop revenue-generating opportunities, build a strong event pipeline, and enhance operational efficiency. 

This position oversees the Events team and Event Operations, conducting comprehensive reviews of all proposed events and programming to optimize logistics and streamline institutional event processes. Additionally, the Director of Hospitality will collaborate with Finance to establish appropriate event package pricing and with Marketing to develop and maintain compelling event marketing materials. 

PRIMARY RESPONSIBILITIES 

The following responsibilities describe the general nature of work for employees in this position, but this is not intended as an exclusive or all-inclusive inventory.

•  Oversee the planning, coordination, and execution of all events on the Newfields campus. 
•  Manage other institutional revenue driving operations or departments as needed.
•  Develop, maintain, and enforce comprehensive Event Policies and Procedures. 
•  Collaborate with the Events, Marketing, and Advancement teams to develop revenue-generating strategies that align with financial goals and foster partnerships. 
•  Lead and manage the Events team, providing clear communication, coaching, and alignment with defined revenue goals, objectives, and expectations. 
•  Oversee the Events Department’s budget, ensuring fiscal responsibility and alignment with institutional priorities. 
•  Coordinate with internal and external stakeholders to ensure proper event staffing and seamless execution. 
•  Collaborate with the Chief Operating Officer and Guest Experience to define and implement Newfields standard of hospitality excellence across all internal and   external event planning and activations. 
•  Manage the relationship and contract of Newfields catering partner.
•  Serve as the institution-wide Tripleseat Administrator, overseeing training and adoption. 

Business Development 

• Design and implement innovative hosting concepts to enhance event experiences. 
• Cultivate each event lead to maximize and elevate their Newfields experience by incorporating added-value components such as experiential activations, festival tickets, or additional rental options to increase institutional exposure and revenue. 
• Develop effective sales tools for the Events team. 
• Assess secured accounts for additional revenue opportunities, such as supplementary rentals or pre /post-event experiences. 
• Take full ownership of event leads, ensuring prompt response times, providing relevant materials, and crafting strategic responses focused on revenue growth, client retention, and lead qualification. Delegate leads to team members while supporting the sales process.
• Collaborate with Advancement to identify and pursue potential sponsor and donor opportunities. 
• Assist in the creation and execution of event contracts as needed. 
• Maintain full ownership of The Knot and WeddingWire accounts, ensuring strategic engagement and optimization. 

Tripleseat & Tripleseat Floorplans

• Maintain software settings to ensure accurate pricing, space availability, and all relevant fields for generating event orders. 
• Serve as the primary liaison for general staff inquiries, onboarding, and support in collaboration with the Event Manager. 
• Manage all internal event leads, ensuring efficient coordination and execution. 
• Continuously research and implement software functionalities to enhance overall workflow and efficiency.
• Maintain and update the event calendar, including event statuses and holds. 
• Ensure all financial information within each account is accurate and up to date.
• Publish all internal event orders in a timely and organized manner. 

Finance 

• Serve as the primary liaison between Events and Finance.
• Track actual expenses within budget, identify financial trends, and implement corrective actions as needed. 
• Provide Finance with all required documentation for event-related invoices.
• Monitor event-related invoices for delinquent payments and develop corrective action plans. 
• Collaborate with Finance on pricing strategies, forecasting, budgeting, invoicing, and revenue tracking. 

Event Management 

•  Take full ownership of the events calendar, bandwidth management, and allocation of required resources. 
•  Provide direction and guidance to the coordination team for their assigned events. 
•  Serve as the day-of lead for assigned events, supporting the planning process and providing additional staff assistance as needed. 
•  Continuously monitor workflows and best practices, implementing necessary revisions to maintain efficiency and productivity. 
•  Act as the primary liaison to Newfields catering partner. 
•  Oversee event sub-planning during peak seasons and assign coordinators for day-of execution. 
•  Maintain and oversee the event distribution list to ensure accurate and timely communication. 

Operations & Internal Collaboration

• Partner closely with Marketing, Advancement, Curatorial, Guest Experience, Security, Facilities, and Food & Beverage teams to ensure successful event execution. 
• Serve as a key advisor on campus scheduling, event feasibility, and resource allocation. 
• Represent the Events and Hospitality Department on cross-functional committees and institutional planning initiatives. 
• Support organizational priorities and special projects as assigned. 

Required Skills 

• Proven sales and business development abilities with a focus on revenue generation and client relationship management. 
• Exceptional organizational and project management skills with the ability to manage multiple priorities simultaneously.

• Strong negotiation, contract management, and vendor relationship skills. 
• Excellent verbal and written communication skills. 
• Ability to analyze financial reports, budgets, and performance metrics to drive decision-making. 
• Proficiency in event management and CRM platforms, preferably Tripleseat and Tripleseat Floorplans. 
• Strong problem-solving skills and the ability to make sound decisions in fast-paced environments. 
• Commitment to delivering exceptional hospitality and customer service experiences. 
• Ability to collaborate effectively across departments and build strong internal and external relationships. 

Education and/or Experience

• Bachelor's degree in Hospitality Management, Event Management, Business Administration, Marketing, Tourism, or a related field; equivalent experience considered.
• 5–7 years of progressively responsible experience in hospitality, event management, venue operations, sales, or a related field. 
• Minimum of 3 years of supervisory or management experience. 
• Demonstrated success in achieving revenue goals and growing event or hospitality-related business. 
• Experience managing budgets, financial reporting, and forecasting. 
• Experience with event management software and CRM systems; Tripleseat experience strongly preferred. 
• Experience working in a museum, cultural institution, nonprofit, hospitality venue, hotel, convention center, or similar guest-focused environment preferred. 
• Ability to work evenings, weekends, and holidays as event schedules require. 

Physical Demands of Work Environment

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical demands: While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Work environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the position. The noise level in the work environment is usually moderate.