Hospitality & Events Manager in St. Helena, California at The Napa Valley Reserve

The Napa Valley Reserve is a private winegrowing estate and club whose Members share a passion for fine wine and all that it encompasses. The estate offers enthusiasts and their families a serene environment in which to enjoy the gifts of nature and the pleasures associated with owning their own vineyard and winery—but with the confidence and creative prospects that arise from having the property managed and maintained by a globally renowned viticultural team.

Job Summary:

The Hospitality & Events Manager is responsible for planning, coordinating, and executing private Member experiences, curriculum programming, and special events at The Napa Valley Reserve. This role serves as a polished and trusted representative of the estate, ensuring each experience reflects the highest standards of luxury hospitality, thoughtful personalization, operational precision, discretion, and care.Working within a small and highly collaborative team, the Hospitality & Events Manager balances creative event design with detailed operational execution, financial responsibility, and exceptional Member communication. The ideal candidate is warm, organized, steady under pressure, and deeply committed to creating memorable experiences for Members, guests, and partners.

Core Responsibilities

Event Planning & Execution:

Plan and execute private Member events, curriculum experiences, tastings, receptions, dinners, meetings, and special programming at The Napa Valley Reserve.Manage event logistics from inquiry through final reconciliation, including proposals, timelines, budgets, menus, wine service plans, staffing needs, floor plans, collateral, guest lists, seating charts, and run-of-show documents.Serve as the primary on-site event lead for assigned programs, ensuring seamless execution, gracious hospitality, thoughtful service flow, and timely communication with all partners.Liaise with catering partners, guest chefs, rental companies, florists, AV/lighting providers, photographers, transportation partners, and other vendors to deliver refined and well-coordinated experiences.Support event set-up and breakdown as needed, ensuring all spaces are maintained to standards before, during, and after each experience.Prepare final event summaries, cost recaps, billing details, and supporting documentation for reconciliation and invoicing.

Member Experience & Hospitality:

Deliver warm, polished, and anticipatory service to Members and their guests, creating a seamless experience from initial planning through departure.Build meaningful relationships with Members by understanding their preferences, interests, motivations, and expectations for future visits and events.Host Members and guests on property as needed, including welcome moments, property orientation, tours, tastings, receptions, and special experiences.Create personalized experiences that encourage deeper engagement with Membership benefits, Napa Valley wine, cuisine, culture, and the broader Harlan family philosophy.Thoughtfully support Member engagement with TNVR wines and experiences in coordination with Membership, The Wine Center, Fulfillment, Accounting, and other internal teams.Exercise a high level of discretion and sound judgment when handling Member information, guest details, preferences, and sensitive requests..

Administrative Systems, Communication & Financial Stewardship:

Maintain accurate event records, shared calendars, event folders, databases, guest lists, RSVP records, internal updates, and planning materials.Prepare and distribute clear event documentation and internal communications to ensure alignment across departments.Maintain fiscal responsibility for assigned Member and curriculum experiences, including budget tracking, cost control, vendor estimates, pass-through costs, and final billing support.Capture relevant event metrics, feedback, and post-event details to support continuous improvement of programming and Member experience.Use company systems and shared platforms consistently and accurately, including event management software, CRM/database tools, Microsoft Office, shared files, and communication platforms.

Cross-Department Collaboration:

Partner closely with Hospitality & Events, Membership, The Wine Center, Fulfillment, Winegrowing & Production, Accounting, Property Stewardship, Communications, and other teams to support successful experiences.Coordinate wine movement, allocations, guest preferences, event inventory, collateral, property needs, and service details with the appropriate departments.Maintain strong working relationships with local wineries, restaurants, hotels, cultural organizations, transportation partners, and other Napa Valley resources.Contribute ideas and recommendations for improving the Member and guest experience, strengthening operational systems, and elevating event programming.

Brand Standards & Professional Presence:

Represent The Napa Valley Reserve, Meadowood, the Harlan family values, and the broader ownership umbrella with professionalism, warmth, discretion, and polish.Maintain a refined and professional presence consistent with a luxury hospitality environment.Stay current on wine, culinary, hospitality, cultural, lifestyle, and regional trends that may enrich Member experiences.Demonstrate humility, curiosity, adaptability, accountability, good judgment, and a genuine commitment to teamwork.

Qualifications

Required Qualifications:

Minimum of 5 years of experience in luxury hospitality, private events, private club operations, winery hospitality, resort/hotel operations, or a high-touch food and beverage environment.Demonstrated experience planning and executing elevated events, including client or Member communication, vendor coordination, timelines, budgets, and food and beverage logistics.Excellent written and verbal communication skills, with the ability to communicate clearly and professionally with Members, guests, colleagues, vendors, and leadership.Strong organizational skills, acute attention to detail, and the ability to manage multiple priorities and deadlines simultaneously.Ability to remain composed, resourceful, and solution-oriented under pressure.Professional wine service interest and foundational wine knowledge, with a willingness to continue learning.Proficiency with Microsoft Office, especially Outlook, Word, and Excel.Valid driver’s license.Ability to work a flexible schedule, including evenings, weekends, and occasional holidays, based on the event and Member experience calendar.

Preferred Qualifications:

College degree or equivalent professional experience.Experience with CRM, event management, hotel operating, or reservation systems such as Salesforce, TripleSeat, Visual One, Opera, or similar platforms.Wine certification, formal wine education, or advanced wine service experience.Experience in a private membership, winery, luxury resort, or fine dining environment.Fluency in an additional language.Established relationships within the Napa Valley hospitality, winery, culinary, or events community.

Successful Candidates Will Demonstrate:

A genuine service heart and warm, welcoming approach to hospitality.Strong interpersonal instincts, including the ability to read guests, anticipate needs, and build rapport through thoughtful conversation.A polished, poised, and diplomatic communication style.Discretion, integrity, and respect for Member and guest privacy.A collaborative, team-oriented mindset with respect for structure, process, and shared standards.Creative curiosity and a broad interest in wine, food, agriculture, culture, travel, sports, art, and other subjects relevant to a sophisticated Membership community.An intuitive ability to balance personalization with consistency, standards, and operational discipline.A proactive approach to problem-solving, follow-through, and continuous improvement.

Physical Requirements & Working Conditions:

Frequent standing and walking during events and property activity.Frequent computer work and administrative tasks.Ability to bend, stoop, squat, climb stairs, push or pull, and reach above shoulders as needed for event operations.Ability to occasionally lift up to 40 pounds.Frequent deadline pressure and multiple projects in progress at any given time.Evening, weekend, and occasional holiday availability required based on business needs and the event calendar.The company will provide reasonable accommodation to qualified individuals with disabilities,

consistent with applicable law.

Aligned Values:

Family business | Humility | Alignment | Teamwork | Loyalty | Long-term vision | Patience | Trustworthiness | Passion | Adaptability | Accountability

Compensation & Benefits:The salary range for this position is $85,000 to $95,000. This represents the range The Napa Valley Reserve reasonably anticipates paying for this role. The final offer will be determined based on a candidate’s experience, education, and other job-related qualifications. This position is eligible to receive a bonus in accordance with company policy. Total compensation varies and is not guaranteed.

The Napa valley Reserve is proud to be an Equal Opportunity Employer. We do not discriminate based upon race, religion, color, national origin, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender, gender identity, gender expression, transgender status, sexual stereotypes, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics. The Napa Valley Reserve is committed to providing reasonable accommodations for candidates with disabilities in our recruiting process. Please let us know if you need any assistance or accommodations due to a disability.