Events Coordinator

Auberge Collection•Napa, CA

19h•$28

About The Position

The Events Coordinator at Stanly Ranch will support the Private Events team in executing weddings, corporate, social, and internal events. The ideal candidate will be detail-oriented, highly organized, and possess strong verbal and written communication skills. Previous experience in event coordination, hospitality, or similar administrative roles is required. Key Responsibilities: Please note that this is not an exhaustive list of everything that needs to be done. Within the Auberge family, our people always find new ways to look after the business, their guests, and their teammates. Within this, the key responsibilities for this position are: Maintain timely communication with key operational departments (e.g., Sales, Catering, Food & Beverage, Housekeeping) to ensure smooth event execution. Prepare and distribute BEOs and Group Resumes for weekly meetings, daily updates, and internal reviews by or before deadline times. Coordinate event-related paperwork, including internal materials, event menus, signage, and floor plans. Coordinate arrival amenities for event VIPs and assist with pre-planning site inspections and meetings. Serve as an interim point of contact for Sales Group Turnovers until assigned to Event Managers. Manage daily event agendas and internal communication, ensuring all teams are informed. Support internal meetings, including BEO and Group Resume meetings, and track Coordinator needs (e.g., Alice Tickets, client collateral). Provide updates for the weekly Catering pace report and assist with internal event planning. Review and audit contracts from Sales for key program highlights, concessions, timing, and space conflicts. Maintain Delphi Administrator responsibilities, including event bookings, menu updates, and space availability management. Coordinate internal event requests with Talent & Culture, Front Office, AV partners, and other operational departments. Assist in the development of group and social event resumes, amenities, and related tasks. Maintain office organization, inventory supplies, and assist with Birchstreet ordering. Assist the Director of Events and Event Managers with Banquet Event Orders (BEOs) for weddings, social, corporate, and internal events, ensuring all documentation is accurate and timely. Track and resolve issues or conflicts related to event scheduling and logistics. Acts as liaison to Experiences team and the Food & Beverage teams, managing space holds and communications around space conflicts. When department heads are unable to attend a meeting, this position will attend in their absence and represent the entire department Additional Functions: Maintain confidentiality of resort information and client details. Follow up on incomplete tasks with Event Managers and assist with special projects as needed. Contribute to sustainability and environmental initiatives as part of the hotel's broader goals. Assist with client thank you notes, evaluations, and tracking client shipments. Ensure the organization and cleanliness of event spaces, including checking room availability and cleanliness prior to site inspections. The starting range for this position is $28.00/hour. This is the pay rate for this position that Stanly Ranch reasonably expects to pay. Decisions regarding individual salaries will be based on a number of factors, such as experience and education.

Requirements

Detail-oriented, with excellent organizational skills and the ability to multi-task effectively.
Strong communication skills and the ability to work collaboratively with diverse teams.
Experience in hospitality, catering, event coordination, or as an administrative assistant.
Proficient in Google Suite, Word, Excel, and event software (e.g., Delphi, Opera, Tripleseat, Way).
Able to work a flexible schedule, including early mornings, late evenings, and weekends as needed.
Positive, results-oriented, and able to thrive under pressure.
Capable of making sound decisions to support operational needs and ensuring client satisfaction.

Responsibilities

Maintain timely communication with key operational departments (e.g., Sales, Catering, Food & Beverage, Housekeeping) to ensure smooth event execution.
Prepare and distribute BEOs and Group Resumes for weekly meetings, daily updates, and internal reviews by or before deadline times.
Coordinate event-related paperwork, including internal materials, event menus, signage, and floor plans.
Coordinate arrival amenities for event VIPs and assist with pre-planning site inspections and meetings.
Serve as an interim point of contact for Sales Group Turnovers until assigned to Event Managers.
Manage daily event agendas and internal communication, ensuring all teams are informed.
Support internal meetings, including BEO and Group Resume meetings, and track Coordinator needs (e.g., Alice Tickets, client collateral).
Provide updates for the weekly Catering pace report and assist with internal event planning.
Review and audit contracts from Sales for key program highlights, concessions, timing, and space conflicts.
Maintain Delphi Administrator responsibilities, including event bookings, menu updates, and space availability management.
Coordinate internal event requests with Talent & Culture, Front Office, AV partners, and other operational departments.
Assist in the development of group and social event resumes, amenities, and related tasks.
Maintain office organization, inventory supplies, and assist with Birchstreet ordering.
Assist the Director of Events and Event Managers with Banquet Event Orders (BEOs) for weddings, social, corporate, and internal events, ensuring all documentation is accurate and timely.
Track and resolve issues or conflicts related to event scheduling and logistics.
Acts as liaison to Experiences team and the Food & Beverage teams, managing space holds and communications around space conflicts.
When department heads are unable to attend a meeting, this position will attend in their absence and represent the entire department
Maintain confidentiality of resort information and client details.
Follow up on incomplete tasks with Event Managers and assist with special projects as needed.
Contribute to sustainability and environmental initiatives as part of the hotel's broader goals.
Assist with client thank you notes, evaluations, and tracking client shipments.
Ensure the organization and cleanliness of event spaces, including checking room availability and cleanliness prior to site inspections.