Junior Events Manager

Company Description

A private Napa Ranch cultivating the future of wellbeing. Stanly Ranch - a land that was established with legacy in mind and furthers its progression now with enlightened 21st century ideals. A vanguard in the movement toward holistic wellbeing, Stanly Ranch empowers an immersive agricultural experience intended to not only revitalize those lucky enough to visit, but to leave them transformed. Guests, owners, and locals alike will be captivated by an active and engaged private ranch lifestyle uniquely curated to nourish the mind, body, and soul through a rare connection to the land and its bounty.

Job Description

The Junior Events Manager is responsible for managing all aspects of the event planning and execution process for all groups. The position operates heavily in the Delphi software system; follows protocols for detailing events from the contract conversion to final billing and post-event follow up. Works closely with the Director of Events, Senior Event Managers, Sales managers, Director of Banquets, Banquet Captains, Culinary teams, and corporate, wedding and third party event planners, to detail corporate programs, weddings and social events, through the creation of customized Group Resumes and Banquet Event Orders. Develops trusted relationships with each client to ensure program objectives are met/exceeded, high levels of service and attention to details are upheld, and opportunities for repeat business and referrals are secured.

The key responsibilities for this position are:

SALES: 

● Execute successful site visits & planning meetings

● Ensuring the achievement of resort revenue goals, including Food and Beverage minimums and Site Fees.  

● Effort to upsell Food and Beverages, Site Fees and Activities/Experiences to planners and clients, offer pricing options that maximize revenue and profit for the resort, and streamline labor and costs. 

● Keeping costs to a minimum by reviewing hours of events, ensuring maximum revenue for each program, and streamlining costs without sacrificing quality.

KEY FUNCTIONS: 

● Responsible for managing all facets of smaller corporate, weddings and social events, as well as short-lead bookings. 

● Main point of contact for Rooms-only contracts, and BEOs for Internal/partner events.

● Developing Production Timelines, BEOs, Floorplans, Resumes, Cost Estimates and Final Billing that streamline the client experience, as well as our internal operational needs. 

● Act as a liaison between the Client and Operations of the hotel, to ensure a successful event for the clients and their guests, and that all of the client’s needs are met and communicated accurately and efficiently to all departments of the hotel. 

● Assist in communicating costs to clients in advance with accurate cost estimates, and contacting clients for timely collection of deposits for catering events. Partner with Banquets and Accounting to develop accurate master bills and ensure bills are sent out soon after group departure. 

● Provide billing information to Director of Events for updates on the weekly Catering Pace Report. 

● Develop, input and distribute Resume data for each corporate, social event & wedding group. 

● Attend the Arrivals meeting for the day before and day-of events, as well as daily Rally meeting when appropriate or necessary for an in-house group/client. 

● Prepare all documents for the Events Supervisor to distribute for weekly meetings including BEOs and Resumes, and support Events Supervisor as needed with BEO and Resume distribution. 

● Coordination of contacting all authorized Vendors to execute arrangements for functions, including audio/visual needs.  

● Overseeing Vendor load-in and strike when Vendors are contracted by the hotel; and ensuring Planner oversight of Vendor load-in and strike when contracted by the Planner or Client directly.

● Assist Banquet Managers and Captains with running events, and coverage of events for Senior Event Managers as needed. 

● Greet all clients as they arrive at the hotel to ensure that they have all required items. 

● Scheduling and managing Pre-Con meetings with Clients and all Department heads prior to program arrival date.

● Participate in weekly sales meetings and operations meetings to communicate the upcoming group’s needs. 

Qualifications

The ideal candidate will possess excellent communication skills as well as strong organizational skills and attention to detail.  Must have a strong sense of urgency, and work in a timely and highly collaborative environment, with the ability to multitask and quick response time.  Must be able to demonstrate thorough knowledge of the hotel's layout, function space, pricing and all other information needed to successfully execute various events.  Passion for high-touch ser