Private Event Operations Manager

Job Description

Job Description

Position: Private Event Operations Manager

Department: Private Events

Reports To: Director of Private Events

FLSA: Salary – Exempt

COMPANY PROFILE

The Battery is San Francisco’s premier modern-era private social club, recognized by the

Michelin Guide with Two Keys — one of the highest distinctions awarded to a hospitality

property worldwide. Set within a historic building on Battery Street, the Club features seven

distinctive bars and lounges alongside acclaimed dining rooms serving breakfast, brunch,

lunch, and dinner. The Battery also offers a boutique 14-suite hotel, including penthouse

accommodations, elegant private event spaces, lush gardens, and sweeping views of the San

Francisco skyline. Members enjoy a dynamic cultural calendar of world-class speakers,

performing arts, curated experiences, publications, and excursions. Through Battery Powered,

the Club’s member-funded 501(c)(3) foundation, The Battery has directed more than $35

million in grants to organizations building a stronger society — reflecting a rare combination of

world-class hospitality and purpose.

POSITION PROFILE

The Private Event Operations Manager supports the Director of Private Events in running the

day-to-day operations of private and member events, from setup through breakdown. This role

handles the administrative and on-the-ground details that keep events on schedule, on budget,

and aligned with Member expectations.

This position works closely with the Director of Private Events, culinary and food and beverage

teams, and outsourced labor to ensure every event reflects The Battery’s standards for service

and hospitality. Given the nature of the role, hours will vary based on the needs of Club

operations, including nights, weekends, and holidays.

This is an on-site position located in San Francisco.

DUTIES AND RESPONSIBILITIES

The following 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 for other reasons.

Administrative and Operations

● Assist in keeping department costs at or below budget.

● Support the Private Events Team in planning and managing events for internal clients.

● Assist with management of in-house staffing levels, including scheduling of all outsource

staff.

● Assist with inventory of event items such as plateware, cutlery, glassware including

beverages and dry goods.

● Meet guest expectations and communicate to the Director of Private Events any situations

in which a guest’s needs were not met to their satisfaction.

● Supervise accurate and timely tabulation of private event and member event checks.

● Keep events on track while managing labor costs within budget and maintaining client

satisfaction.

● Coordinate events effectively with culinary and food and beverage teams.

● Assist with budgetary goals set for the department.

● Assist with upselling private event clients on food and beverage offerings, third-party

vendors, and related services.

● Communicate effectively with other departments to ensure smooth service delivery.

● Ensure effective communication through daily briefings and other scheduled meetings,

including confirming that culinary leadership has menus at least one week in advance.

● Assist the Director of Private Events with vendor ordering, including invoicing and

receivable.

● Assist in developing project strategy from concept to completion across multiple

departments, including Operations, Registration, Web Development, and Accounting.

● Assist with day-to-day implementation of events, including statement-of-work

development, contract negotiation, staffing, site management, speaker and content

management, food and beverage, audiovisual, production, function-space allocation, and

on-site operations.

● Develop new business connections and grow existing business through relationship

cultivation, networking, and client prospecting.

Events Coordination and Guest Experience

● Establish and maintain strong client relationships.

● Keep the Director of Private Events fully informed of problems or matters arising during

private events.

● Make personal contact with guests and assist with requests.

● Ensure the overall aesthetic of events aligns with The Battery brand standards.

● Assist in pre-production phases which include menu creation with client logo, allergy

notations.

Employee Relations

● Assist in hiring and training event staff.

● Attend pre-shift meetings as necessary and conduct informative, professional line-ups

before events in conjunction with other members of the private events team.

● Communicate immediately with the Director of Private Events when employee issues arise

that cannot be resolved independently.

● Attend weekly Banquet Event Order (BEO) meetings.

● Manage and schedule employees, including outsourced labor, when applicable.

● Assist in creating service-flow and training materials for all staff including outsourced

labor.

● Provide clear guidance to back-of-house and front-of-house team members and

collaborate with other food and beverage managers and directors.

● Confirm staff compliance with company grooming and appearance standards, applied

consistently and in a job-related, non-discriminatory manner.

● Ensure that company standards, policies, and procedures are maintained.

Beverage Program

● Lead and execute daily bartending operations while maintaining exceptional service,

hospitality, and guest engagement.

● Maintain menus, classic cocktail, and beverage offerings while managing recipe

development and consistency.

● Train and mentor bar staff on cocktail technique, spirits, wine, beer, service standards,

and responsible alcohol service.

● Oversee bar setup, organization, mise en place, cleanliness, and adherence to health and

safety standards.

● Manage bar inventory, ordering, par levels, product quality, and beverage cost controls.

● Collaborate with management, culinary teams, and vendors to develop beverage

experiences, events, and special programming.

● Stay current on spirits, cocktails, industry trends, and emerging techniques to

continuously evolve the bar program.

ESSENTIAL SKILLS

Must have and be able to do all of the following:

● Strong sense of accountability and dependability, particularly under time pressure and

last-minute changes.

● Clear, professional written and verbal communication with Members, guests, staff, and

vendors.

● Sound judgment and discretion in resolving day-to-day operational issues and escalating

matters appropriately.

● Composed and professional under pressure, including in high-stress event situations.

● Able to anticipate and respond to guest and client needs, resolving service concerns

promptly and professionally.

● Strong team-leadership skills, providing clear guidance and consistent follow-through with

event staff and outsourced labor.

● Flexible and adaptable to changing event schedules, priorities, and operational demands.

● Strong planning, prioritization, and time-management skills; able to multitask effectively.

MINIMUM REQUIREMENTS

Must have and be able to do all of the following:

● High school diploma or equivalent.

● Minimum of three years in a food and beverage focused environment.

● Minimum of three years of event planning and management experience in an upscale

casual or fine dining environment.

● Able to bartend when necessary while maintaining client and guest relations.

● Basic math and computer skills.

● Familiarity generating a Banquet Event Order (BEO) / Group Event Order (GEO).

● Flexibility with schedule, including evenings, weekends, and holidays.

● Valid food handler’s certification and RBS Training certification (alcohol server training).

● Ability to work up to 40+ hours per week in this full-time position.

WORKING ENVIRONMENT/MINIMUM PHYSICAL REQUIREMENTS

You must possess the physical, visual, and auditory ability to perform the essential functions of

the job, with or without reasonable accommodations, and be able to meet the following

requirements:

● Able to maneuver freely through all areas of the property.

● Heavy Member/guest contact is required.

● Able to tolerate varying noise levels, temperature, illumination, and air quality.

● Requires hand-eye coordination and manual dexterity.

● Requires normal sense of smell, taste, touch, and sound.

● Able to respond to visual or aural cues.

● Continuously or periodically bend, twist, lean, lift, push, pull, kneel, walk, stand, and/or sit

up to 8+ hours per shift.

● Lift up to 50 pounds in order to perform the essential functions of event setup and

breakdown.

● Work in a stressful environment and stressful situations.

● Work in an environment where the climate constantly changes.