What are the responsibilities and job description for the Wedding and Event Manager position at Williamsburg Winery?
Williamsburg Winery | Williamsburg, VA
About The Williamsburg Winery
The Williamsburg Winery is one of Virginia’s premier wine destinations—where old-world charm meets Southern hospitality. Nestled among rolling vineyards and historic countryside, our estate hosts weddings, private events, and celebrations that embody the beauty of Virginia wine country.
We are seeking a passionate and detail-oriented Wedding & Event Manager to join our hospitality team and help create unforgettable moments for our guests. The ideal candidate is professional, organized, and creative, with proven experience managing weddings and events from conception through flawless execution.
About the Role
As the Wedding & Event Manager, you will oversee all aspects of weddings and private events at The Williamsburg Winery—from the initial inquiry to day-of execution. You’ll work closely with couples, clients, and vendors to bring their visions to life while upholding the winery’s high standards of service and hospitality.
You will collaborate with our events, culinary, and operations teams to ensure seamless coordination, exceptional guest experiences, and memorable celebrations that reflect the warmth, beauty, and spirit of The Williamsburg Winery.
Responsibilities
Event Management
Ensure all events have appropriate documentation, including contracts, room block agreements, and banquet event orders (BEOs).
Distribute BEOs at least three weeks prior to each event and provide updates or revisions to all departments as needed.
Work closely with the Events team and Banquet Chef to communicate event details and requirements.
Manage all aspects of wedding and event planning, including budgets, staffing, setup, breakdown, and logistics.
Maintain the company event calendar with key dates, holds, and updates.
Personally manage weddings and events on-site, including nights, weekends, and holidays.
Respond to all client calls and emails within 24 hours.
Management & Reporting
Manage invoices, deposits, and final payments in compliance with company policies and timelines.
Maintain event projection spreadsheets and other requested reports.
Assist with creating annual department budgets and equipment lists.
Build and maintain strong relationships with vendors and partners.
Attend regular meetings with Events leadership and other departments to communicate upcoming needs and requirements.
Develop and refine procedures to increase efficiency and productivity within the Events department.
Conduct site tours, planning meetings, and consultations with clients and vendors.
Create and manage event timelines, floor plans, and logistics for seamless coordination.
Supervise day-of staff and ensure the highest level of guest service.
Represent The Williamsburg Winery brand with professionalism, warmth, and enthusiasm at all times.
Sales
Manage the sales of weddings and private events from inquiry to booking.
Respond promptly to leads via phone, email, and referrals with the goal of converting inquiries into confirmed bookings.
Proactively identify, qualify, and solicit new business opportunities through networking, local events, and wedding shows.
Follow up with existing leads and maintain relationships to encourage repeat business.
Conduct on-site tours for potential clients and provide proposals and contracts for review and approval.
Keep listings and profiles up to date on wedding marketing platforms (e.g., WeddingWire, The Knot).
Requirements
Minimum of 2 years of experience in wedding or event management (venue or hospitality experience preferred).
Strong organizational, communication, and interpersonal skills.
Ability to manage multiple events and deadlines with professionalism and composure.
Event sales and contract experience required.
Must be available to work evenings, weekends, and holidays.
Bachelor’s degree in Hospitality, Event Management, or a related field preferred.
Ability to stand and walk for extended periods and lift up to 40 lbs.
Positive attitude, adaptability, and commitment to exceptional service.
Organizational Relationships
Reports to the Director of Events
Directly supervises front-of-house event staff
Compensation & Benefits
Competitive salary with commission opportunities
Beautiful work environment at one of Virginia’s top winery destinations
Employee discounts on wine, dining, and lodging
Opportunities for professional growth within The Williamsburg Winery organization