Assistant Events Manager

     Job Summary:  Responsible for assisting in the planning, preparation and production of all events. Coordinates with Event Manager, Estate Chef, clients, vendors, and Inglenook staff for the successful execution of events. Administrative support to Event Department, as well as the Chateau Hospitality team as needed. The Event Assistant Manager will implement and maintain fine service operations and standards. Additional responsibilities will include maintaining event inventory, returning phone calls, receiving deliveries, event set up and breakdown and tracking labor. At Inglenook, we foster a dedication to excellent service with attention to detail, communication, and practice that always keeps us excited, while providing the best experience for our guests. We are looking for people who want to continuously learn and grow as a team. 

Safety Statement: All employees shall follow safe practices according to the Injury and Illness Prevention Policy (IIPP), render every possible aid to safe operations, and report all unsafe conditions or practices immediately to any management employee, Security and Safety Coordinator or People Operations.

Reasonable Accommodations Statement: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable Accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Equity Statement: All employees shall embrace the unique contributions based on the diverse backgrounds, ethnicities, cultures, experiences, and identities of each individual as we actively create and promote a company culture that is inclusive, welcoming, and supportive of all people.

Essential Duties and Responsibilities:  

Event Planning and Administration: (60%)

• Solicit and sell events with DMCs, planners, previous clients and new inquiries.
• Prepare contracts with Event Manager supervision.
• Track client payments and ensure payment due dates are being met.
• Liaise with clients during all stages of the event. Answer phone and email inquiries in a timely manner and maintain correspondence with vendors.
• Conduct and/or coordinate site visits with clients and vendors as needed.
• Create BEOs and all necessary event documents to include processing and recording all event payments in Reserve, create schematics and set up/breakdown checklists and server packets.
• Maintain and update the Events calendars.
• Determine staffing needs for each event, work with Tasting Room Manager to secure internal staff as needed.
• Schedule on-call staff and temporary staff. Provide feedback to agency on temporary staff and maintain list of those who meet Inglenook standards.
• Place order/coordinate delivery or pick up of food for staff meals, Coffee Day, and other meetings as needed.
• Assist with all internal, Heritage Society, and family events as needed including managing RSVPS, ordering staff meals, coordinating any delivery or pick up of necessary items and equipment.
• Assist in creating sales and marketing collateral for Event Department.
• Work with the Event and Marketing Manager and/or Event Captain to ensure all details of the event are fulfilled.
• Assist the Event and Marketing Manager with special projects as needed.
• Order all office supplies for the department, ensuring the office supply area is clean and well stocked.
• Provide suggestions for process improvements and ideas for additional revenue opportunities.

Event Operations: (40%)

• Supervise and act as event lead for all events, acting as Host/Captain when needed.
• Determine rental needs for each event, conferring with Estate Chef as needed.
• Optimize use of all in-house equipment and supplies, ensuring they are properly maintained and consolidate rental orders when necessary, to use for multiple events.
• Prepare rental orders, receive deliveries, and oversee vendor installations and strikes.
• Organize storage areas for utensils, equipment, and supplies; conduct quarterly inventory; and maintain established par levels.
• Evaluate vendors and products for best quality and cost effectiveness.
• Determine and track wine allocation for each event, ordering wine from Biagi when necessary.
• Prepare, review, and process purchase orders and/or invoices weekly.

Supervisory Responsibilities: On-call servers (up to 10), temporary/agency staff (up to 10)

Job Requirements:

Education/Experience: High School Diploma required. Possess 3 years of Hospitality Operations and/or Event Planning experience. Knowledge of ReServe software is desired, as well as prior tableside service skills. Computer Proficiency in MS Office (Word, Excel, Outlook) and POS systems required.

Knowledge, Skills & Abilities:  

• Analytical Skills - Ability to use thinking and reasoning to solve a problem.
• Communication, Oral and Written - Ability to effectively communicate clearly and concisely.
• Detail Oriented - Ability to pay attention to the minute details of a project or task.
• Leadership - Ability to influence others to perform their jobs effectively and to be responsible for making decisions.
• Negotiation Skills - Ability to reach outcomes that gain the support and acceptance of all parties.
• Organized - Possessing the trait of being organized or following a systematic method of performing a task.
• Relationship Building - Ability to effectively build relationships with customers and co-workers.
• Sales Ability - Ability to use appropriate interpersonal styles and communication methods to gain acceptance of a product, service, or idea.
• Team Builder - Ability to convince a group of people to work toward a goal.

Working Under Pressure - Ability to complete assigned tasks under stressful situations.

Knowledge of Wine and Wine Making - Knowledge of techniques at Inglenook and other major wine regions of the world.

Physical Demands:

N (Not Applicable) - Activity is not applicable to this occupation

O (Occasionally) - Occupation requires this activity up to 33% of the time (0-2.5 hrs/day)

F (Frequently) - Occupation requires this activity from 33% - 66% of the time (2.5-5.5 hrs/day)

C (Constantly) - Occupation requires this activity more than 66% of the time (5.5 hrs/day)

Lift/Carry

10 lbs or Less, F

11 – 20 lbs, F

21 – 50 lbs, O

51 – 100 lbs, N

Over 100 lbs, N

Push/Pull

12 lbs or Less, O

13-25 lbs, O

26-40 lbs, O

41-100 lbs, N

Other Physical Requirements

Vision (Near, Distance)

Sense of Sound (i.e. Machinery/tractor sounds)

Sense of Touch

Ability to wear Personal Protective Equipment (PPE)

Work Environment: Indoors and outdoors, occasionally exposed to inclement weather.

Other: California Responsible Beverage Service Certification

            California Food Handler Certification