Exclusive Ultra Premium Winery in Rutherford, CA 

JOB SUMMARY

The Event Manager is responsible for driving event revenue growth by selling event packages and related services to prospective clients while delivering exceptional service. This role oversees the planning, coordination, and execution of a variety of winery events, ensuring seamless experiences that align with the brand’s standards. The Event Manager will manage all event logistics, documentation, and project deliverables throughout the planning process, ensuring successful execution from inception to completion.

ESSENTIAL FUNCTIONS

The following reflects management’s definition of essential functions for this job but does not restrict the tasks that may be assigned.  To perform this job successfully, an individual must have regular and reliable attendance and be able to perform each essential function from the list below satisfactorily, with or without accommodation, and carry out all duties in a confidential manner at all times.  Working overtime, when requested by your supervisor, is a condition of your employment.

• Manages full event cycle: works cross-functionally with multiple internal departments and vendors to ensure smooth services during the entire event; including the scheduling, planning, coordination, training and encouragement of staff, vendors, and partners to produce high quality events for the company’s clients
• Responsible for managing, preparing, and maintaining complete event planning documents including; banquet event orders, event budget, wine and materials inventory, usage reports, and final revenue and feedback reports.
• Conducts all aspects of supervision of staff and the training and direction, coordination of the activities of staff, subcontractors and vendors
• Reviews Wine inventory reconciliation and total usage to approve event consumption
• Works collaboratively with the Senior Events Logistics Manager to coordinate and communicate with key departments regarding timing, deliveries, setup and other pertinent event details (chairs, tables, decorations, staging, winery spaces being used, etc.)
• Brainstorms with Event Team Management such as CEO, Vintners, Sales Team and other managers as needed regarding event details, event ideas, goals, and target audience to create implementation plans and budgets for future events
• Maintains excellent vendor relations while ensuring compliance, contracts, and payments and deposits are timely and accurate and to ensure vendors comply with the company’s policies and procedures
• Hosts property site inspections for vendors as needed; Shares plans with property leadership and ensures corrective action is taken to continuously improve guest satisfaction
• Prepares and assists in setup and strike to include overseeing vendors on property (caterers, entertainment, lighting, staging, etc.); set-up and strike includes tables, chairs, and décor
• Obtains participant feedback to incorporate learning into future plans
• Negotiates agreements with outside providers and subcontractors to ensure lowest cost and highest quality of service
• Maintains AO’s official calendar for meetings and events, and alerts other leaders to potential scheduling conflicts and operational or budget challenges
• Other duties as assigned

REQUIRED COMPETENCIES (Knowledge, Skills, Abilities)

The requirements listed below are representative of the knowledge, skills, and abilities required.  Reasonable accommodation may be made upon request and in appropriate circumstances.

• Enjoy social events and interaction with guests
• Exceptional customer service skills and attributes
• Knowledge of leadership techniques and practices
• Ability to pivot and delegate tasks while completing in a timely manner
• Ability to view a two-dimensional event design plan and apply it to the event location to setup tables, chairs, decorations and other items
• Knowledge and ability to use of MS Outlook calendar, Excel, and ReServe Cloud software or other event related software
• Ability to follow verbal and written instructions accurately
• Highly organized, accurate and detail oriented
• Demonstrates commitment to excellence and high standards
• Ability to safely handle glassware and other items without substantial breakage
• Team-oriented person willing to step into a variety of tasks to contribute to the overall goal
• Ability to communicate effectively and politely with the public and with dissatisfied customers
• Knowledge of wines and wine production
• Ability to manage changing priorities with enthusiasm
• Ability to solve practical problems and deal with a variety of concrete variables
• Ability to maintain a positive work atmosphere by communicating effectively
• Ability to work varying shifts/days of the week, including weekends and holidays
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals
• Ability to show up on time and ready to work at the start of each shift

MINIMUM QUALIFICATIONS

• Education: High school diploma or equivalent
• Experience: Direct Event Sales and Operations Experience preferred. Minimum of three years in event and/or hospitality event staff, hospitality, catering or related with at least one year in a managerial role
• 21 years of age or older with a minimum of 1 year of supervisory or lead experience
• Food Safety Manager Certification
• Responsible Beverage Service training certificate

ESSENTIAL PHYSICAL REQUIREMENTS

The physical requirements listed are representative of those that must be met by an employee to successfully perform the essential functions and key responsibilities of this position.  Reasonable accommodation may be made upon request and in appropriate circumstances.

The ability to work in a constant state of alertness and in a safe manner at all times.  Occasional use and operation of computer and other office equipment and the ability to stand or sit at a workstation for long periods.  The employee is required to frequently climb stairs, squat, bend, lift, twist, pull, push, carry, grasp, reach and stoop as needed, and to repeatedly lift and carry items up to 50 pounds. Continuous walking 8+ hours a day on varying surfaces is necessary to serve customers.  The employee must have the hand/eye coordination and agility required to pour, carry and serve beverages in carafes, bottles or in fragile glassware such as a wine glass.  The employee must be able to walk at least 40 yards over uneven ground between work locations.  Specific vision abilities required by the 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 this job. The work environment is primarily a retail one in which the employee will be interacting with the public.  The noise level in the work environment is usually quiet to moderate.  Work will require working indoors in the tasting room and outdoors on the patio, or at outdoor events and may be subjected to inclement weather such as rain or wind.  The employee is occasionally exposed to moving mechanical parts and equipment and fumes or airborne particles.  Employee is exposed to all food types including but not limited to; shellfish, fish, beef, lamb, chicken, fruits, vegetables, nuts, peanuts and other food types.  Weekend and/or evening work is required.