Overview

Special Event Manager

Employment Type: Full-Time
Reports To: Managing Director
Location: L’Auberge Chez François, Great Falls, Virginia

Position Summary

The Event Manager is responsible for planning, coordinating, and executing private dining events, special occasions, corporate functions, and other events from the initial client inquiry through final billing and post-event follow-up. This position serves as the primary point of contact for clients and works closely with culinary, restaurant operations, service teams, and outside vendors to ensure every event is well organized, financially responsible, and delivered to a high standard of hospitality. The ideal candidate is highly organized, detail-oriented, service-driven, and comfortable managing multiple events and priorities in a fast-paced restaurant and hospitality environment.

Responsibilities

Essential Duties & Responsibilities

Event Planning & Client Relations

• Serve as the primary point of contact for clients throughout the planning process.
• Respond professionally and promptly to event inquiries.
• Conduct site visits and consultations with prospective and confirmed clients.
• Understand the client's vision, expectations, budget, guest count, and special requirements.
• Develop detailed event plans and timelines.
• Maintain regular communication with clients leading up to the event.
• Confirm final guest counts, menus, timelines, room arrangements, and special requests.

Food & Beverage Coordination

• Work closely with chefs and restaurant leadership to coordinate menus and beverage selections.
• Communicate dietary restrictions, allergies, and special requests to the appropriate teams.
• Coordinate wine, beverage, bar, and other service requirements.
• Ensure food and beverage selections are accurately documented and communicated before each event.

Event Logistics & Operations

• Coordinate room layouts, table configurations, guest flow, décor, audiovisual requirements, rentals, and other event-related needs.
• Prepare and distribute accurate event information to culinary, service, and management teams.
• Coordinate staffing requirements with restaurant management.
• Conduct pre-event briefings when appropriate.
• Ensure event spaces are properly prepared before guest arrival.
• Maintain clear communication between front-of-house, back-of-house, and management teams throughout the event.

On-Site Event Execution

• Oversee event setup and ensure all details meet established standards.
• Welcome clients and serve as the primary contact during events.
• Monitor event timing, food and beverage service, staffing, and guest experience.
• Anticipate client and guest needs and respond promptly to requests.
• Troubleshoot operational challenges calmly and professionally.
• Coordinate adjustments when schedules, guest counts, or event requirements change.
• Ensure events conclude smoothly and spaces are properly transitioned following service.

Financial & Administrative Responsibilities

• Prepare event proposals, estimates, contracts, and related documentation.
• Track deposits, payments, event revenue, and other financial requirements.
• Review event charges for accuracy before final billing.
• Coordinate final invoices and outstanding payment follow-up.
• Maintain organized and accurate event records.
• Assist with event-related revenue reporting and reconciliation as required.
• Monitor event expenses while maintaining service and quality expectations.

Vendor Coordination

• Coordinate with approved outside vendors, including entertainment, rental companies, florists, audiovisual providers, and other event partners.
• Confirm vendor arrival times, delivery requirements, setup instructions, and event schedules.
• Ensure outside vendors comply with property requirements and operational standards.

Safety & Compliance

• Follow established health, safety, sanitation, alcohol-service, and occupancy requirements.
• Identify potential operational or safety concerns before and during events.
• Maintain a safe environment for guests, employees, and vendors.

Post-Event Follow-Up

• Review final event charges and documentation.
• Follow up with clients regarding their experience when appropriate.
• Document significant client feedback and operational observations.
• Communicate opportunities for improvement to management and relevant departments.
• Help develop repeat business and maintain positive relationships with clients.

Qualifications

Qualifications

• 2–5+ years of experience in event management, private dining, catering, restaurant operations, hospitality, or a related field preferred.
• Bachelor's degree in hospitality management, event management, business administration, or a related field preferred. Relevant professional experience may be considered in place of a degree.
• Strong understanding of restaurant and hospitality operations preferred.
• Demonstrated experience managing multiple events or projects simultaneously.
• Experience working directly with clients, vendors, culinary teams, and service staff.
• Familiarity with event-management, reservation, CRM, or banquet-event-order systems preferred.

Required Skills

• Excellent verbal and written communication skills.
• Exceptional organizational skills and attention to detail.
• Strong client-service and relationship-management abilities.
• Ability to prioritize and manage multiple deadlines.
• Strong problem-solving and decision-making skills.
• Ability to remain calm and professional in high-pressure situations.
• Strong financial awareness, including event pricing, deposits, billing, and expense management.
• Ability to work collaboratively across culinary, operations, service, and administrative teams.
• Professional appearance and demeanor appropriate for a luxury hospitality environment.

Schedule & Physical Requirements

• Ability to work a flexible schedule based on event and business needs, including evenings, weekends, and holidays.
• Ability to remain on-site and actively supervise events for extended periods.
• Ability to move throughout restaurant and event spaces during setup, service, and breakdown.
• Ability to perform reasonable event setup and operational activities associated with the position.

Success in This Role

A successful Event Manager will consistently deliver:

• Exceptional client and guest experiences.
• Accurate and timely event planning and communication.
• Smooth coordination between culinary, service, and operations teams.
• Well-organized and professionally executed events.
• Accurate event documentation, billing, and financial follow-through.
• Strong client relationships that support repeat business and referrals.
• Achievement of established event revenue and financial goals.
• Proactive management of event pricing, costs, labor, and expenses to support profitability targets.
• Growth in private event sales through repeat business, referrals, and new client opportunities.
• Accurate forecasting and tracking of event revenue against budget and established targets.
• Identification of opportunities to maximize event revenue while maintaining the restaurant’s service and hospitality standards.
• Strong client relationships that support repeat business and referrals.

Who We Are:

About L’Auberge Chez François

L’Auberge Chez François is a renowned French restaurant in Great Falls, Virginia, celebrated for its classic Alsatian cuisine, exceptional hospitality, and warm, elegant atmosphere. For decades, the restaurant has been a destination for guests seeking an authentic fine dining experience, with a strong commitment to quality, tradition, and personalized service. Joining the team means becoming part of a respected culinary institution where attention to detail, professionalism, and genuine hospitality are at the heart of every guest experience.

Thompson Hospitality is of the largest restaurants, food service, and facilities management companies in the country. We are highly built upon our values, do the right thing, do the best you can, and treat others how you want to be treated, which are shaped by more than 33 years of relationships with our clients, guests, and communities. We offer competitive benefits, see our website for more. https://www.thompsonhospitality.com/

We are an equal opportunity employer and value diversity. All employment decisions are made based on qualifications, merit, and business needs. We do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, or any other protected status under applicable federal, state, or local laws.