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Lead Events Coordinator

2 months ago

Napa, California, United States Auberge Resorts Full time
Company Overview

A premier Napa Ranch dedicated to advancing holistic wellbeing. Stanly Ranch embodies a legacy while embracing modern ideals, positioning itself at the forefront of the holistic wellness movement. This unique destination offers an immersive agricultural experience designed to rejuvenate visitors and foster transformation. Guests, owners, and locals are drawn to a vibrant and engaged private ranch lifestyle, meticulously crafted to nourish the mind, body, and spirit through a profound connection to the land and its offerings.

Position Overview

The Senior Events Manager plays a pivotal role in shaping our narrative.

This position entails overseeing all facets of event planning and execution within the Catering department, focusing on Weddings, Social Gatherings, and Corporate Events. Proficiency in the Delphi software system is essential, as the role involves meticulous attention to detail from contract initiation through to final billing and post-event evaluations.

The Senior Events Manager collaborates closely with the Director of Events, Assistant Director of Events, Junior Event Managers, Sales Managers, Director of Banquets, Banquet Captains, Culinary teams, and external event planners to craft tailored corporate programs, weddings, and social gatherings through the development of customized Group Resumes and Banquet Event Orders.

Building strong relationships with clients is crucial to ensure that their objectives are met or surpassed, while maintaining high service standards and attention to detail, ultimately securing opportunities for repeat business and referrals.

Key Responsibilities:
  • Manage all elements of corporate and social events, including Banquet Event Orders (BEOs) and Resumes.
  • Facilitate weekly BEO and Resume meetings, ensuring precise and timely communication.
  • Oversee client budgets, relay financial information, and manage final invoicing.
  • Gather client information and maintain robust communication with clients and internal teams.
  • Provide menu recommendations, enhance experiences, and capture additional revenue opportunities.
  • Engage with clients throughout the event lifecycle, including site visits, daily check-ins, and post-event reviews.
  • Work flexible hours, including weekends, to accommodate client needs and support event execution.
  • Collaborate with Banquet Captains, Reservations, Front Desk/Rooms, and Accounting to ensure accurate information and seamless operations.
  • Establish connections within the wine country community and with industry professionals.
  • The ideal candidate will be detail-oriented, innovative, organized, proactive, and possess experience in both sales and operations within the hospitality sector. Strong business acumen, meticulous attention to detail, and exceptional communication skills are vital.
  • Assist the Director of Events and Area Director of Sales in achieving catering and hotel revenue targets.
  • Promote the Auberge Resorts brand through strategic initiatives and objectives.
  • Develop and finalize BEOs and ensure accurate post-event billing.
  • Support and mentor Event Managers and Coordinators.
  • Participate in site inspections, pre-conference meetings, and pre-shift briefings.
  • Uphold service standards and ensure effective communication across all departments.
  • Address event-related issues and keep leadership informed of developments.
  • Stay updated on hotel facilities and operational requirements.
  • Make timely decisions balancing client expectations with financial and staffing objectives.
  • Organize and engage in meetings with staff and clients.
  • Deliver high-quality service while maintaining a professional demeanor.
  • Generate cost estimates, manage planning timelines, and coordinate with internal teams.
  • Act as a liaison between clients and hotel operations to ensure successful events.
  • Communicate costs, collect deposits, and collaborate with Banquets and Accounting for invoicing.
  • Prepare detailed Resumes, documentation for meetings, and participate in weekly operations meetings.
  • Coordinate with third-party vendors and oversee their logistics.
  • Assist Banquet Managers and Captains, greeting clients upon arrival.
  • Schedule and manage Pre-Con meetings with clients and department heads.
  • Update financial reporting weekly and cultivate community relationships to expand sales opportunities.
  • Enhance event offerings to clients, optimizing pricing and revenue while managing costs.
  • Maintain cost efficiency and streamline staffing to meet revenue goals.
  • Manage partnerships with third-party vendors and identify upsell opportunities.
Qualifications:

The ideal candidate will exhibit outstanding communication skills, strong organizational abilities, and a keen attention to detail, along with a composed demeanor under pressure. A sense of urgency and the ability to thrive in a collaborative environment are essential, as is the capacity to drive results with a diverse range of stakeholders. Comprehensive knowledge of the hotel's layout, function spaces, pricing, and other critical information necessary for executing various events is required. A passion for high-touch service is preferred, with previous experience in luxury fine dining and/or resort environments being advantageous.
  • Exceptional communication, organizational skills, and attention to detail.
  • Ability to perform under pressure with a strong sense of urgency and collaboration.
  • Knowledge of hotel layout, function spaces, and pricing.
  • Experience in luxury fine dining or resorts preferred.
  • High School diploma required; College education preferred.
  • Minimum of 3 years of experience in a similar role, focusing on event planning and/or convention services.
  • Ability to respond promptly and follow through on tasks.
  • Strong communication skills and the ability to collaborate with diverse teams.
  • Understanding of resort functions, legal and contractual agreements.
  • Positive, results-oriented attitude, with the ability to work flexible hours, including nights and weekends.
  • Willingness to be present on-site in the Carneros area.
  • Capability to execute special projects with minimal supervision.
  • Familiarity with local cultural establishments in Napa and Sonoma Valleys.
  • Experience in luxury resorts or five-star environments.
  • Proficiency with Google Suite, Delphi, and Opera preferred.
Additional Information:

Auberge Resorts Collection comprises a portfolio of exceptional hotels, resorts, residences, and private clubs. Each property is distinct, yet all share a commitment to luxury and embody the essence of their locale through captivating design, exceptional cuisine, and gracious yet unobtrusive service. With properties across three continents, Auberge invites guests to create unforgettable stories in some of the world's most sought-after destinations.