Lead Events Coordinator

1 week ago

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

A private Napa Ranch dedicated to advancing the future of wellness. Stanly Ranch embodies a legacy while embracing progressive 21st-century ideals. As a leader in the holistic wellness movement, Stanly Ranch offers an immersive agricultural experience designed to revitalize visitors and leave them transformed. Guests, owners, and locals are engaged in a uniquely curated private ranch lifestyle that nourishes the mind, body, and spirit through a profound connection to the land and its resources.

Position Overview

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

This position is tasked with overseeing all facets of event planning and execution for various groups within the Catering department, focusing on Weddings, Social Events, and Corporate Gatherings. Proficiency in the Delphi software system is essential, as the role involves meticulous detailing of events from contract conversion 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 events through the development of customized Group Resumes and Banquet Event Orders.

Building trusted relationships with clients is crucial to ensure that their goals and expectations are not only met but exceeded, while maintaining high service standards and attention to detail, ultimately securing opportunities for repeat business and referrals.

Key Responsibilities:
  • Manage all aspects of corporate and social events, including BEOs and Resumes.
  • Facilitate weekly BEO and Resume meetings, ensuring accurate and timely communication.
  • Oversee client budgets, communicate financial details, and manage final billing processes.
  • Maintain strong communication with clients and internal departments to gather necessary information.
  • Provide menu recommendations, promote additional experiences, and enhance event revenue.
  • 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 seamless operations.
  • Establish relationships 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, attention to detail, and exceptional communication skills are essential.
  • Assist the Director of Events and Area Director of Sales in achieving catering and hotel revenue objectives.
  • Promote the Auberge Resorts brand through strategic initiatives.
  • Develop and detail BEOs (Banquet Event Orders) and ensure accurate post-event billing.
  • Support and mentor Event Managers and Coordinators.
  • Participate in site inspections, pre-con meetings, and pre-shift meetings.
  • Uphold service standards and ensure effective communication across all departments.
  • Troubleshoot event-related issues and keep leadership informed of any challenges.
  • Stay updated on hotel facilities and operational requirements.
  • Make timely decisions balancing client needs with financial and staffing objectives.
  • Plan 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 and collect deposits, partnering with Banquets and Accounting for invoicing.
  • Develop and input Resume details, prepare documents for meetings, and participate in weekly operations meetings.
  • Coordinate third-party vendors and oversee their logistics.
  • Assist Banquet Managers and Captains and greet 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.
  • Upsell events to clients, optimizing pricing and revenue while managing costs.
  • Maintain minimum costs and streamline staffing to achieve revenue goals.
  • Manage third-party vendor partnerships and upsell opportunities.
Qualifications:

The ideal candidate will demonstrate excellent communication skills, strong organizational abilities, and meticulous attention to detail, alongside a calm demeanor under pressure. A sense of urgency and the ability to work collaboratively in a fast-paced environment are essential for driving results with diverse 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 prior 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 effectively.
  • Strong communication skills and ability to collaborate with diverse teams.
  • Knowledge of resort functions, legal and contractual agreements.
  • Positive, results-oriented attitude, with flexibility to work nights and weekends.
  • Ability 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 extraordinary hotels, resorts, residences, and private clubs. Each property is unique, yet all share a crafted approach to luxury, bringing the essence of the locale to life 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 desirable destinations.

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