Event Coordinator

Early Mountain Vineyards is seeking a highly motivated and detail-oriented Event Coordinator to join our team. This multifaceted role is responsible for assisting with the event planning process and managing day-of event execution. This role also assists in driving sales for weddings and other private events.

Responsibilities:

Sales & Business Development 15%

• Proactively respond to wedding inquiries, conduct site tours, and present Early Mountain Vineyards' offerings in a professional manner
• Maintain up to date knowledge on Early Mountain offerings and event packages
• Develop and maintain strong relationships with prospective clients, understanding their vision and needs, in order to tailor proposals and close sales
• Utilize Tripleseat and other in-house software to track leads, manage accounts, and report on sales activities

Event Planning 25%

• Serve as the secondary point of contact for confirmed wedding couples, guiding them through the planning process from BEO development to post-event follow-up
• Facilitate community relationships and serve as primary contact for corporate clientele, guiding them through event planning and coordination
• Strategic development of an ongoing calendar of internal events and activations to improve community and audience engagement
• Spearhead internal communications with other departments prior to event execution and act as one of the main leaders in the weekly BEO meeting

Wedding Coordination & Event Management 60%

• Serve as a week-of liaison between clients, vendors, and internal departments (culinary, operations, wine team, etc.) to ensure seamless execution
• Manage and maintain accurate BEOs, floor plans, and timelines, ensuring all necessary documentation is complete and organized
• Oversee and coordinate all wedding and event day logistics, including vendor load-in and out, ceremony and reception flow, and guest experience, working closely with the event planner to coordinate efforts and communicate information
• Troubleshoot and resolve any issues that may arise during the final planning process or on the event day
• Conduct pre-event walkthroughs with MOD’s (managers on duty) and post-event debriefs
• Cultivate strong relationships with preferred vendors and maintain an updated preferred vendor list
• Maintain perishable front of house events inventory and event-specific supplies, as well as rentals from outside vendors
• Supervise and direct hourly event staff and seasonal hospitality teams, managing day-of assignments, shift briefings, service standards, and labor efficiencies

Qualifications:

• 3 years demonstrated experience in coordinating and executing large-scale events, preferably including weddings
• Experience in event management, event sales, or hospitality management, with a proven track record of achieving sales targets
• Exceptional interpersonal and communication skills, both written and verbal
• Strong organizational skills and meticulous attention to detail
• Ability to manage multiple projects simultaneously and work effectively under pressure
• Proficiency in CRM and event management software
• A passion for hospitality is required and a passion for wine is a plus
• Flexibility to work evenings, weekends, and holidays as required by event schedules
• Ability to lift up to 40 lbs and stand/walk for extended periods longer than 8 hours

Early Mountain Vineyards

Nestled in the foothills of the Blue Ridge Mountains, Early Mountain Vineyards is a premier Virginia wine and culinary destination. We are dedicated to crafting exceptional wines and creating memorable experiences for our guests. Our stunning venue, and commitment to hospitality make us a sought-after location for weddings and special events.

We foster a people-first service culture, believing that by truly valuing and investing in our team members, we empower them to deliver exceptional experiences for our guests, enrich our community, and build strong relationships with our suppliers and clients.

Job Type: Full-time

Compensation:

• $50,000 annual salary

Work Location: In person

Pay: $50,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Health insurance
• Paid time off
• Vision insurance

Application Question(s):

• Will you be able to regularly work evenings and weekends for this job?

Ability to Commute:

• Madison, VA 22727 (Required)

Work Location: In person

Salary : $50,000