Lead Events Coordinator

2 weeks ago

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

A private Napa Ranch dedicated to advancing the future of wellness. Stanly Ranch is a land rooted in legacy, evolving with enlightened ideals of the 21st century. 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 will be drawn to a uniquely curated private ranch lifestyle that nourishes 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 crafting our narrative.

This position entails 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 is adherence to established protocols for event detailing from contract conversion through to final billing and post-event follow-up.

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 develop tailored corporate programs, weddings, and social events through the creation of customized Group Resumes and Banquet Event Orders.

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

Key Responsibilities:
  • Oversee and manage all elements of corporate and social events, including Banquet Event Orders (BEOs) and Resumes.
  • Lead weekly BEO and Resume meetings, ensuring timely and accurate distribution.
  • Manage client budgets, communicate financial details, and oversee final billing processes.
  • Maintain strong communication with clients and internal departments, collecting necessary client information.
  • Provide menu recommendations, upsell experiences, and capture additional revenue opportunities.
  • Engage with clients before, during, and after events, including site inspections and post-event debriefs.
  • 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 smooth 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, meticulous attention to detail, and excellent communication skills are essential.
  • Assist the Director of Events and Area Director of Sales in achieving catering and hotel revenue targets.
  • Promote the Auberge Resorts brand through various initiatives and objectives.
  • Develop and detail BEOs and ensure accurate post-event billing.
  • Support and mentor Event Managers and Coordinators.
  • Attend site inspections, pre-con meetings, and pre-shift meetings.
  • Maintain 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 participate 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.
  • Develop and input Resume details, prepare documents for meetings, and participate in weekly operations meetings.
  • Coordinate third-party vendors and oversee their load-in and strike processes.
  • 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 foster 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, along with a calm demeanor under pressure. A strong sense of urgency and the capacity to work in a collaborative environment are essential, with the ability to drive results among diverse stakeholders. A thorough understanding of the hotel's layout, function spaces, pricing, and other critical information necessary for successful event execution is required. A passion for high-touch service is preferred, with prior experience in luxury fine dining or resort environments being desirable.
  • 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 quickly and follow through on tasks.
  • Strong communication skills and ability to work with diverse teams.
  • Knowledge of resort functions, legal and contractual agreements.
  • Positive, results-oriented, with the ability to work flexible hours, including nights and weekends.
  • Ability to be present on-site as needed.
  • 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 encompasses 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 locations across three continents, Auberge invites guests to create unforgettable stories in some of the world's most desirable destinations.

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