Job Summary:

The Hospitality & Events Coordinator provides daily administrative and operational support to the Hospitality & Events Department and helps deliver an exceptional experience for Members and guests of The Napa Valley Reserve. This role requires discretion, organization, poise, sound judgment, and strong attention to detail, along with a sincere passion for gracious hospitality.

Serving as a liaison between Members, guests, and internal departments, this position supports clear communication, seamless coordination, and thoughtful execution across a wide range of hospitality touchpoints. The role supports administrative and event operations, helps optimize winery availability, and upholds the highest standards of

service, presentation, and professionalism.

This is a full-time, benefits-eligible position requiring flexibility, including occasional evenings, weekends, and holidays.

Essential Functions

Member & Guest Relations:

• Serve as a professional first point of contact for Members, guests, and referral sources by phone and email.

• Manage hospitality and event inquiries with warmth, efficiency, discretion, and sound judgment.

• Support seamless arrival experiences and provide personalized service and care.

• Capture accurate reservation details, preferences, and notes to support tailored experiences.

• Maintain Member profiles and related hospitality information.

Hospitality & Event Administration:

• Provide administrative support for the Hospitality & Events team.

• Maintain correspondence in alignment with the estate’s voice and service standards.

• Prepare menus, curriculum collateral, escort cards, place cards, table assignments, and related materials.

• Create and maintain event folders and supporting documentation.

• Manage Curriculum RSVP's and related communications.

• Prepare and distribute “The Daily Update”.

• Assist with expense reports, scheduling, teleconferences, business correspondence, filing, copying, mailing, database upkeep, and other office support.

• Support the Director of Hospitality & Events and assist with special projects as assigned.

Calendar, Scheduling & Systems:

• Maintain master schedules for events, activities, internal meetings, and Member programming.

• Support calendar management and help optimize winery availability in collaboration with Membership.

• Enter and maintain accurate event details in Tripleseat and generate BEOs as needed.

• Update Member and guest preferences, acquisition history, and hospitality observations in reservation and database systems.

Event Execution & Operational Support:

• Assist with event preparation and execution, including timelines, printed materials, tasting setup, and preparation of premium wines for service.

• Support food and beverage service as needed.

• Assist with setup, breakdown, cleanup, furniture placement, and equipment needs.

• Welcome Members and guests upon arrival.

• Help maintain event spaces so they remain organized, stocked, polished, and fully equipped.

• Coordinate with onsite vendors and delivery services.

• Support stocking coolers and other event support areas as needed.

• Maintain awareness of department activity and proactively support operational needs.

• Assist with events and programs as needed, including evenings and weekends.

Qualifications:

• College degree preferred.

• Minimum 4 years of hospitality, luxury service, events, or related experience, preferably with high-net-worth clientele or high-end wine consumers.

• Strong understanding of luxury hospitality standards.

• Proficiency in Microsoft Office Suite; Tripleseat or similar platform experience preferred.

• Excellent written and verbal communication skills with strong attention to tone, grammar, and detail.

• Strong organization, follow-through, problem-solving, and sound judgment.

• Passion for wine, culinary arts, culture, and hospitality, with a willingness to deepen knowledge.

• Professional demeanor, polished presentation, and gracious hospitality mindset.

• Ability to remain calm, resourceful, and solutions-oriented under pressure.

• Flexible, team-oriented, and available for evenings, weekends, and holidays as needed.

• Valid California driver’s license.

Working Conditions:

• Combination of desk-based and active/on-foot work, depending on business needs.

• Frequent computer use, deadline pressures, and multiple concurrent projects.

• Frequent bending, stooping, squatting, reaching, climbing stairs, pushing, pulling, and carrying materials.

• Ability to lift and move up to 40 pounds.

• Ability to stand and walk for extended periods.

• Overtime may be required based on event schedules and operational demands.

Skills & Traits:

• Excellent phone presence and interpersonal communication skills.

• Highly organized, detail-oriented, and adaptable.

• Warm, welcoming, service-driven, and collaborative.

• Positive outlook and ability to work well under pressure.

• Personable, attentive, intuitive, discreet, and professional.

• Strong relationship-building skills, emotional intelligence, listening skills, and sound judgment.

• Honest, dependable, and trustworthy.

• Respect for structure, process, and consistency in support of an exceptional Member and guest experience.

Compensation:
The base pay range for this position is $30.00 - $34.00 per hour. Final compensation will depend on a candidate’s experience, education, and other job-related qualifications.

Benefits:

The Napa Valley Reserve offers competitive compensation and a comprehensive benefits package.