About our property:

Welcome to The Potomac Hotel, Autograph Collection, a distinguished property in the Pyramid Global Hospitality portfolio overlooking the Potomac River in Washington, D.C. Featuring 373 guest rooms and 38,000 sq ft of indoor meeting and event space, the hotel offers a dynamic hospitality environment just minutes from The Wharf, National Mall, Capitol Hill, and many of the city's most recognizable landmarks.

At The Potomac Hotel, team members have the opportunity to build their careers within a full-service property featuring two restaurant and bar concepts, a spa and fitness center, and extensive meetings and events operations. As part of our team, you'll join Pyramid Global Hospitality's People First culture, where collaboration, professional development, and growth opportunities are central to the associate experience.

Whether you're beginning your hospitality career or ready for your next opportunity, you'll find a supportive environment where your contributions matter. If you're passionate about exceptional hospitality and interested in growing your career in the heart of Washington, D.C., we invite you to explore opportunities at The Potomac Hotel and join our Pyramid Family.

What you will have an opportunity to do:

Senior Convention Services Manager

About The Potomac Hotel and Pyramid Global Hospitality

The Potomac Hotel, Autograph Collection is a distinctive waterfront hotel located along the Potomac River in the heart of Washington, D.C. Featuring 373 guest rooms, extensive meeting and event space, distinctive dining experiences, a full-service spa, and a prime location near The Wharf, National Mall, and many of the city's most recognizable destinations, the hotel offers associates the opportunity to build their careers in a dynamic, full-service hospitality environment.

The Potomac Hotel is managed by Pyramid Global Hospitality, a leading hospitality management company with a diverse portfolio of hotels, resorts, and conference centers across the United States, Caribbean, and Europe. At Pyramid, people are at the heart of the organization. Through a culture centered on People First, Integrity, and Excellence, Pyramid is committed to creating an environment where associates are respected, supported, empowered to grow, and given opportunities to make a meaningful impact. Whether beginning a hospitality career or bringing years of experience, associates can develop their skills, collaborate with experienced leaders, and grow within a broad and diverse hospitality organization.

Position Summary

The Senior Convention Services Manager is responsible for the planning, coordination, and successful execution of complex conferences, conventions, meetings, and group programs at The Potomac Hotel. Serving as the primary liaison between the client and hotel following turnover from Sales, this position translates contracted commitments and client objectives into detailed operational plans and ensures seamless communication across all hotel departments.

This role manages high-profile and complex programs requiring exceptional organization, business judgment, attention to detail, and client relationship management. The Senior Convention Services Manager anticipates needs, resolves challenges, identifies opportunities to enhance both the guest experience and event revenue, and maintains a visible presence throughout critical stages of each program.

Position Responsibilities/Duties

Convention Planning & Client Management

• Serve as the primary hotel contact for assigned convention and group clients from turnover by Sales through planning, on-site execution, departure, and post-event follow-up.
• Manage complex, high-profile, and large-scale conferences, conventions, meetings, and group programs.
• Develop strong relationships with meeting planners and key client contacts, gaining a thorough understanding of program objectives, priorities, contractual commitments, and service expectations.
• Lead clients through the planning process, establishing clear timelines, deliverables, decision points, and deadlines.
• Coordinate all aspects of assigned programs, including guest rooms, meeting and function space, food and beverage, audiovisual requirements, transportation, amenities, VIP arrangements, exhibits, signage, security needs, special requests, and other program components.
• Conduct planning meetings, property tours, tastings, and other client meetings as appropriate.
• Anticipate client and operational needs, proactively identifying potential challenges and developing solutions before they affect the event.
• Maintain timely, professional, and proactive communication with clients throughout the planning and execution process.
• Develop a thorough understanding of contractual commitments and ensure program requirements are delivered in accordance with established agreements.
• Manage client-requested changes and coordinate appropriate review of requests that affect contractual commitments, pricing, space utilization, or hotel operations.

Event Documentation & Operational Coordination

• Prepare, review, and distribute accurate and comprehensive Banquet Event Orders (BEOs), group resumes, event schedules, diagrams, and other documentation required for successful program execution.
• Ensure event documentation accurately reflects client requirements, contractual commitments, operational considerations, billing instructions, and agreed-upon program details.
• Maintain accurate and current group and event information within Marriott CI/TY and other applicable hotel systems.
• Monitor guest room blocks, rooming lists, pickup, cut-off dates, attrition considerations, VIP requirements, and other group-room details in partnership with appropriate hotel departments.
• Obtain and communicate final guarantees, menu selections, setup requirements, audiovisual specifications, special dietary needs, billing arrangements, and other required event information within established timelines.
• Lead or actively participate in BEO meetings, resume meetings, pre-convention meetings, post-convention meetings, and other operational planning sessions.
• Create comprehensive group resumes that clearly communicate client priorities, program schedules, VIP information, special requirements, and critical operational details.
• Partner closely with Banquets, Culinary, Stewarding, Front Office, Reservations, Housekeeping, Engineering, Audio Visual, Security, Accounting, Sales, and other departments to ensure a coordinated approach to program execution.
• Communicate changes promptly and accurately to all affected departments and confirm appropriate follow-through.
• Maintain a visible presence during critical periods of assigned programs, serving as a resource to both the client and hotel operations.
• Conduct appropriate event and meeting-space inspections to confirm readiness and alignment with client specifications.
• Respond quickly to changing circumstances and work collaboratively with operational leaders to resolve issues while minimizing disruption to the client experience.

Revenue & Business Management

• Understand the financial and contractual components of assigned programs, including food and beverage minimums, guest room commitments, meeting-space arrangements, attrition provisions, and other applicable terms.
• Identify and present appropriate opportunities to enhance the client's program while generating incremental hotel revenue through upgraded menus, additional food and beverage, audiovisual services, décor, amenities, enhanced meeting experiences, and other services.
• Balance client objectives with hotel operational capabilities, contractual obligations, revenue considerations, and profitability.
• Monitor assigned programs for changes that may affect revenue, expenses, contractual commitments, or operational requirements and communicate concerns appropriately.
• Review event charges and billing information for accuracy and work with Accounting and operational departments to address discrepancies before final billing whenever possible.
• Support achievement of departmental revenue, profitability, and meeting-planner satisfaction objectives.

Leadership & Collaboration

• Serve as a senior resource within the Convention Services team, modeling strong organization, communication, professionalism, accountability, and client service.
• Provide guidance and support to less-experienced Convention Services and Catering and Events associates as appropriate.
• Partner closely with Sales during the turnover process to ensure a complete understanding of commitments made during the sales cycle and a seamless transition for the client.
• Maintain strong working relationships across hotel departments and promote collaborative problem-solving throughout the planning and execution process.
• Represent Convention Services in operational meetings and other hotel forums as assigned.
• Assist department leadership with special projects, process improvements, major programs, and departmental initiatives.
• Provide coverage and support for other Convention Services Managers and programs when business needs require.
• Identify opportunities to improve planning processes, internal communication, event execution, and the overall meeting-planner experience.
• Maintain appropriate confidentiality regarding clients, guests, associates, contractual information, and hotel business.
• Perform other duties and responsibilities as assigned.

What are we looking for?

Qualifications

• Minimum of years of hotel sales, hospitality sales, or related business development experience strongly preferred.
• Previous group sales experience within an upscale, luxury, full-service, convention, or large urban hotel environment strongly preferred.
• Demonstrated ability to prospect for new business, develop accounts, negotiate effectively, and convert sales opportunities.
• Existing knowledge of the Washington, D.C. hotel market and relevant group business segments is highly desirable.
• Experience working with corporate, association, government, SMERF, or other group market segments preferred.
• Strong understanding of hotel group sales fundamentals, including guest room blocks, meeting and event space, food and beverage, concessions, contracts, and group pricing considerations.
• Experience with Marriott CI/TY or a comparable hotel sales and catering system preferred.
• Strong business acumen and ability to evaluate opportunities based on both revenue potential and overall value to the hotel.
• Excellent relationship-building, negotiation, presentation, and closing skills.
• Strong prospecting skills and a demonstrated willingness to proactively develop new business rather than relying primarily on inbound leads.
• Excellent written and verbal communication skills.
• Highly organized and self-directed, with the ability to manage multiple accounts, opportunities, deadlines, and priorities simultaneously.
• Goal-oriented and accountable, with a strong sense of urgency and commitment to achieving revenue objectives.
• Ability to work effectively as part of a collaborative and highly specialized Sales and Marketing team.
• Bachelor's degree in Hospitality Management, Business, Marketing, or a related field preferred; relevant professional experience may be considered in lieu of formal education.
• Ability to travel locally and occasionally outside the market for sales calls, industry events, trade shows, and other business-development activities as required.
• Flexibility to work evenings, weekends, and holidays when required for client events, site visits, industry functions, or business needs.

Physical Requirements

The physical requirements described below are representative of those that must be met to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.

• Ability to remain in a stationary position, including sitting or standing, for extended periods of time and to move throughout the hotel, meeting and event spaces, and other work areas as needed.
• Ability to frequently use hands and fingers to operate computers, keyboards, telephones, and other office equipment and to handle, grasp, carry, and manipulate documents, sales materials, and other work-related items.
• Ability to occasionally stoop, bend, reach, crouch, kneel, and perform other physical movements necessary to access materials, equipment, files, and work areas.
• Ability to lift and carry work-related materials and equipment w