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Job 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. 4. Qualifications • Hospitality, Tourism or Events Planning qualification preferred. • Experience in a game reserve or remote lodge environment beneficial
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