Events Coordinator (Wine Jobs: Management & Administration)

Full Time

  Pacific Union Co. (Promontory Winery)

  St Helena, California

Situated in the western hills of Oakville, Promontory combines the state of the art in winemaking with deep ties to Napa Valley’s past. The vineyards that supply this innovative winery lie in a remote territory that has remained hidden since the days when stagecoaches traversed its terrain en route from Napa to Sonoma. The rare convergence of soil types on the property yields red wines of unprecedented character that are unlike any others in the region. Our employees are committed to providing our patrons and guests with the finest experiences. 

We are currently recruiting an Events Coordinator for Promontory. This position will provide high-level administrative support to the Hospitality programs of Promontory. The Events Coordinator will assist in facilitating the planning and execution of events using creative and organizational skills to ensure each function is executed with the highest level of detail and professionalism.

•  Assist in organizing and preparing events at Promontory.
•  Assist with event budgets.
•  Order rental equipment for events.
•  Assist in coordinating catering and guest chefs for events.
•  Assist in coordinating other vendors for events.
•  Maintain communications with event participants / chefs / vendors.
•  Prepare collateral materials for events; timelines, work schedules, printed menus, place cards, seating charts, guest lists, invitations.
•  Maintain event files; event summary, invoices, cost of event recap.
•  Compile monthly reporting as needed.
•  Take photos of events as needed for files and historical documentation.
•  Serve as on-site representative for events as needed.
•  Review overall winery hospitality schedule and calendar for Promontory under the direction of the Manager.
•  Receive and respond to visit and event requests.
•  Assist in vetting potential guests.
•  Collect and assemble biographical information on confirmed visitors.
•  Review weekly guest list and biographical information for confirmed visitors.
•  Maintain data base information and records.
•  Assist the Property Steward as needed.
•  Open and close the winery as needed.
•  Host visitors at wineries as needed.
•  Assist in further developing the Promontory operations manual.
•  Coordinate with Property Steward and report to Manager on stewardship needs for properties.
•  Performs all related duties as assigned.

•  A minimum of two (2) years high touch hospitality experience.
•  2-5 years work experience in events planning and execution.
•  Bachelor’s Degree preferred.
•  Must have superior customer service and organization skills, excellent verbal and written communication skills and a good teamwork attitude.
•  Passionate and knowledgeable about wine, food and hospitality, with a willingness to broaden knowledge base.
•  Breadth of interest across many subjects & depth of knowledge with interest to continue learning.
•  Proficient in Microsoft Excel, Word, Outlook, CRM Dynamics, Navision.
•  Willingness and ability to:
- Lift and handle materials weighing up to 40 pounds.
- Must be willing to work flexible schedule with extended hours including evenings and weekends.
- Stand on hard surface for extended periods.
- Grasp, stoop, squat, climb stairs, push or pull, carry, and reach over shoulder.

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