Special Events Coordinator

Description

About the Company: 

Silver Oak is more than a winery—it’s a testament to resilience, bold vision, and the relentless pursuit of excellence. As one of Napa Valley’s most iconic Cabernet Sauvignon producers, we have set the standard for approachable luxury, crafting wines that are as refined as they are unforgettable. Silver Oak continues to be a symbol of achievement and prestige, embraced by those who appreciate true craftsmanship. 

For over five decades, we’ve believed that ‘our best bottle is yet to come.’ This unwavering commitment to quality has driven us to seek out the finest vineyard sites in Napa and Alexander Valley, build LEED Platinum Certified wineries, and invest in our own cooperage in Missouri—ensuring every barrel is 100% American oak and precisely toasted to complement our signature winemaking style.  

At Silver Oak, we don’t just make wine; we create experiences that elevate life’s defining moments. 

About the position:

We're looking for a Special Events Coordinator who will support the planning and execution of events, ensuring every occasion reflects our legacy of excellence. The Coordinator will manage event logistics, coordinate with culinary and tasting teams, and uphold the refined atmosphere our guests expect. 

We seek a candidate with solid knowledge of proper service standards and proven experience in luxury wine environments. Ideal applicants will be familiar with fine-dining service protocols, wine presentation, and guest relations, and will be comfortable supervising and mentoring staff to consistently deliver exceptional experiences. 

In this role, you'll be responsible for:

Execution of Events:  

• On-Site Coordinator for Events, including event service, client contact, staff coordination, and closing/locking duties for after-hours events.
• Tasks for executing events include confirming final menu details with Chefs and printing menus, setting tables, screening wines, serving food and wine to guests, anticipating and communicating with the client throughout the event.
• Create event schematics, service maps, dietary spreadsheets.
• Ensure that all service staff are performing at the highest standards established.
• Execute sales through POS system.
• Maintain a professional image while providing fine dining service for guests.
• Perform other duties as assigned. 

Administrative:  

• Coordinate event details with external clients as assigned. Communicate and finalize details leading up to the event.
• Maintain and synchronize calendars in TripleSeat, Outlook and Tock. 
• Place and maintain updates for rental orders applying to large events. Schedule and communicate delivery and pick up times.
• Place floral orders providing specific event details to assure coordinated design, delivery and re-use where possible. 
• Work closely and maintain relationships and finalize details with caterers, janitorial and other vendors for large events. i.e. Release Day/catered events.
• Create and maintain Dietary Restriction spreadsheets for individual events and communicate information to the chefs.
• Communicate company updates to Variable Hour staff.
• Assist with special events projects-printing, mailing, signage for events.
• Other administrative tasks as requested.

Requirements

QUALIFICATIONS:

• Five years’ experience in a high-volume events operation, preferably in a 4- or 5-star environment. At least 2 years of directly related experience
• Knowledge of proper service standards, catering, food service and table settings required. 
• Knowledge and experience of luxury wine, and elevated level of food standards. Basic understanding of elegant décor and presentation preferred.
• Intermediate computer literacy, including Microsoft Office applications. Prior experience with TOCK or other reservation software preferred.
• Must be available to work a flexible schedule including nights, weekends, and holidays.
• Must be at least 21 years of age and possess a valid driver’s license.
• High level of organization with exemplary attention to detail.
• Must have an unwavering commitment to quality.
• Sound decision making skills and ability to think on your feet in high pressure situations.
• Ability to interact positively with diverse individuals.
• Professional appearance and demeanor.

PHYSICAL/MENTAL REQUIREMENTS:

While performing the duties of this job, the employee is frequently required to do the following:

• Stand for 6-8 hours.
• Lift and carry a case of wine (approximately 41 lbs.).
• Repeatedly lift and carry furniture and equipment (up to 50 lbs.).
• Sit and operate a computer for 2-3 hours at a time.

WORK ENVIRONMENT:

• Events/Dining area can be loud at times.
• Will enter kitchen which can be hot and slippery. 
• Interaction with guests.
• Ability to work in an open work environment with regular distraction.

The above reflects management’s definition of essential functions for this job but does not restrict the tasks that may be assigned. Management may assign or reassign duties and responsibilities to this job at any time due to reasonable accommodation or other reasons.