Events & Reservations Manager - Maxim ES : Job Details

Maxime's is the newest opening from the club owner and entrepreneur Robin Birley; owner of prestigious private member's clubs 5 Hertford Street and Oswald's in London. Opening early 2025, Maxime's is located on Madison Avenue, New York on the site of the former Westbury Hotel and will continue the long-established Birley family legacy of providing an exceptional private club experience for our members and guests. Maxime's mission is to deliver excellence in service standards. Exhibiting passion for what we do, within the values of who we are. Inward looking rather than outward projecting. A club of comfort and discretion, where members' needs are met with personality and humility. An environment of stimulating dcor, celebrating outstanding food and extraordinary wine. Our members will feel that they are in a private house, being looked after with the utmost care and professionalism by friendly and attentive staff. The Events and Reservations Manager oversees all aspects of the day-to-day function of the Events and Reservations teams. Behind-the-scenes, this role acts as the primary liaison between all departments, establishing effective communication, coordination and planning of private dining, events, and reservations. This role also serves as a hospitality leader, setting an example across teams by delivering a high-touch member experience and ensuring both Reservations and Events teams always maintain exceptional service/hospitality standards. ESSENTIAL DUTIES & RESPONSIBILITIES Events Member-Hosted and Club Events:

• Oversees the day-to-day booking and execution of scheduled members' events:
• Serves as the first point of contact for event inquiries (i.e. large lunches or dinners, private dining events, and full or partial club buyouts).
• Conducts site tours, inspections and venue walk-throughs as needed.
• Communicates necessary event expectations, information, execution details to appropriate internal departments.
• Collaborates with Operations to ensure adequate resources (staffing, space, equipment, etc.) to seamlessly accommodate both scheduled reservations and any special events.
• Follows up with host post-event to solicit feedback and address any outstanding action items.
• Responsible for training the reservations and events teams to intake and track an enquiry, and the creation of all reference documents in order to deliver to members enquiring on format/menus/pricing etc.
• Responsible for all aspects of in-house events (club-hosted events for Members):
• Facilitates pre-planning meetings and establishing budget alignment.
• Collaborates with Membership Team on pre-event marketing.
• Establishes resource needs with external event consultants regarding vendors, dcor, staffing needs, setup, and schedule logistics (as applicable).
• Maintains an on-site presence during the event.
• Conducts post-event feedback, debrief and reporting.
• Ensures valid payment method is on file for all bookings and that payments and deposits are collected promptly, following up tactfully to secure payment on unpaid invoices.
• Responsible for ensuring no payment is outstanding past net terms (collaborating with Membership and/or Finance departments as needed).
• Managing the debtor's account with correct information, direct contact, and details of deposits paid / balances to be paid with the Accounts department.

Brand | External Events

• Works closely with all departments to oversee the planning and execution of special event collaborations with external brands.
• Serves as primary liaison between external events consultants / brand partners and the Club, communicating to internal departments accordingly.
• Coordinates vendor, dcor, staffing, setup, and run-of-show logistics.
• Maintains a presence during the event and attends as a Company representative.
• Conducts post-event feedback, debrief and reporting.

Reservations

• Responsible for SevenRooms reservations system configuration and online booking management of dining reservations through the members' portal
• Establishes Reservations 'order of service', operating procedures/policies and training manuals:
• Telephone and email communications, booking confirmation and cancellation policies, returned call policies.
• Reservations/enquiries inbox management, including procedures to ensure emails are answered promptly and all digital records/emails are filed in a clear, organized system.
• Procedures to manage incoming requests from Founding Members.
• Correct management of profile notes and updating of member profile preferences in Salesforce and SevenRooms. A standard approved by the senior management and then implemented with discretion and privacy in mind.
• Ensures all working standards are adhered to by the Reservations team.
• Manages the call management system and establishes protocols for call handling/forwarding outside Reservations hours to minimize waiting calls, missed calls and ensure consistent phone coverage.
• Addresses any received feedback or complaints with key stakeholders, logs and tracks the response to them to close out the complaint after appropriate action.
• Leads by example in delivering an exceptional Reservations experience to members, covering Reservations duties, and supporting the department when business requires (i.e., answering phones, taking restaurant bookings, following set guidelines and standards for each dining room).
• Conducts yielding/pacing forecasts with consideration for culinary/operational needs.
• With Reception Manager, establishes cross-training/cross-scheduling between Reservations and Reception teams to establish a consistent service standard and seamless coverage of duties.

Business & Financial

• Develops reservations strategies to accommodate various scenarios including but not limited to the initial Club opening and subsequent opening phases, after a monthly intake of members, as well as strategies dependent on number of bookings, size of bookings, etc.
• Develops the private dining collateral for private dining formats and an events strategy to prepare for the peak calendar months for events in NYC.
• Prepares and approves Event contracts, ensuring accuracy.
• Maintains up-to-date event marketing materials and menus.
• Secures, and enforces compliance with, any special licensing / permitting requirements, residential/local/city/state/federal ordinances which may apply to special events (beyond standard operating permits/licenses).
• Understands, maintains and adheres to the annual budget for Club events.
• Manages members' event budgets, operating strategically within set parameters to deliver an exceptional experience.
• Compiles regular reports relating to Events and Reservations volumes.

Leadership & Team Management

• Develops and nurtures relationships with members and key stakeholders within the Company and industry.
• Leads, develops, and maintains informed and well-versed teams, accountable for ensuring a high standard of service in all interactions across each department.
• Leads regular/recurring BEO and debrief meetings; attends or leads other Company/Operations/Leadership meetings as business dictates.
• Develops effective relationships with key stakeholders, vendors, and other collaborators.
• Sets clear goals, tasks, and deadlines for direct / indirect report - providing continuous feedback and supporting professional development.
• Establishes and sets department schedules, approves timekeeping and time off approvals.
• Ensures compliance with local/state/federal employment requirements.

Candidates can expect:

• Professional work collaboration with experts in the food and hospitality field
• Opportunity to work with a exceptional products and in unique environments
• To be part of a growing team and regularly engage together in cross- company dialogue and exchange

COMPENSATION AND BENEFITS

• Comprehensive benefits plan, including medical, dental, vision and life insurance.
• Generous paid time off programs (vacation and personal days).
• 401k retirement savings plan with company match.
• Pre-tax commuter benefits.
• Work life and wellness benefit platform.
• Discount program offering Retail, Restaurants & Activities discounts.
• Freshly prepared Staff Meal whilst on duty.
• Uniform and dry cleaning provided.
• & more!

POSITION REQUIREMENTS:

• Proven experience managing an events team and working in events or catering management in a similar luxury environment required.
• Experience with restaurant reservations and front of house operations or restaurant management preferred.
• Proficient in the use of Microsoft Office and reservations and/or sales management software.
• Ability to lead, motivate and collaborate with large, diverse teams of individuals, cross-functionally.
• Strong written, verbal, and interpersonal communications skills including ability to listen attentively and to communicate information clearly and effectively.
• Strong organizational skills and attention to detail.
• Demonstrated interpersonal, collaborative, communications, and relationship-building skills; ability to interact positively with colleagues at various levels across the Company, members, and external collaborators.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

• Ability to be flexible with job demands and open-minded when being asked to complete tasks.
• Able to work nights, weekends and holidays, and variable schedule, per the needs of the business.
• Ability to operate with grace under pressure.
• Ability to move or handle equipment throughout the restaurant weighing up to 30 pounds.

Maxime's is proud to be an Equal Opportunity Employer. We do not discriminate on the basis race, color, creed, religion, gender (including gender identity and expression), sexual orientation, marital status, pregnancy, childbirth or related condition, sexual and reproductive health decisions, ancestry, national origin, citizenship, age, disability, military or veteran status, genetic information or predisposing genetic characteristic, status as a victim of domestic violence, sexual violence, or stalking, or any other legally protected status.