Hospitality & Events Manager

Job Description:

Job Summary

The Hospitality & Events Manager plans, coordinates, and executes private Member experiences, curriculum programming, tastings, receptions, dinners, meetings, and special events at The Napa Valley Reserve. This role represents the estate with polish and discretion, ensuring each experience reflects luxury hospitality, personalization, precision, and care. Working within a small team, this role balances creative event design with detailed execution, financial responsibility, cross-department communication, and exceptional Member service. The ideal candidate is warm, organized, steady under pressure, and committed to memorable experiences for Members, guests, and partners.

Core Responsibilities

Event Planning & Execution
• Plan and execute private Member events, curriculum experiences, tastings, receptions, dinners, meetings, and special programming.
• Manage event logistics from inquiry through reconciliation, including proposals, timelines, budgets, menus, wine service plans, staffing needs, floor plans, collateral, guest lists, seating charts, and run-of-show documents.
• Serve as the on-site lead for assigned programs, ensuring seamless execution, gracious hospitality, service flow, and timely communication.
• Liaise with catering partners, guest chefs, rental companies, florists, AV/lighting providers, photographers, transportation partners, and vendors.
• Support set-up and breakdown as needed, ensuring spaces are maintained to The Reserve’s standards.
• Prepare event summaries, cost recaps, billing details, and documentation.

Member Experience & Hospitality
• Deliver warm, polished, and anticipatory service to Members and guests from initial planning through departure.
• Build meaningful Member relationships by understanding preferences, interests, motivations, and expectations for future visits and events.
• Host Members and guests on property as needed, including welcome moments, property orientation, tours, tastings, receptions, and special experiences.
• Create personalized experiences that encourage engagement with Membership benefits, Napa Valley wine, cuisine, culture, and the Harlan family philosophy.
• Exercise discretion and sound judgment when handling Member information, guest details, preferences, and sensitive requests.

Administration, Communication & Financial Stewardship
• Maintain accurate event records, calendars, folders, databases, guest lists, RSVP records, internal updates, and planning materials.
• Prepare clear event documentation and internal communications to ensure alignment across departments.
• Maintain fiscal responsibility for assigned experiences, including budget tracking, cost control, vendor estimates, pass-through costs, and billing support.
• Capture event metrics, feedback, and post-event details to support continuous improvement.
• Use company systems consistently, including event management software, CRM/database tools, Microsoft Office, shared files, and communication platforms.

Collaboration & Brand Standards
• Partner closely with Hospitality & Events, Membership, The Wine Center, Fulfillment, Winegrowing & Production, Accounting, Property Stewardship, Communications, and other teams.
• Coordinate wine movement, allocations, guest preferences, inventory, collateral, property needs, and service details.
• Maintain relationships with local wineries, restaurants, hotels, cultural organizations, transportation partners, and Napa Valley resources.
• Represent The Napa Valley Reserve, Meadowood, and the Harlan family values with professionalism, warmth, discretion, and polish.

Qualifications

Required
• 5+ years of experience in luxury hospitality, private events, private club operations, winery hospitality, resort/hotel operations, or high-touch food and beverage.
• Experience planning and executing elevated events, including Member communication, vendor coordination, timelines, budgets, and food and beverage logistics.
• Excellent written and verbal communication skills with Members, guests, colleagues, vendors, and leadership.
• Strong organizational skills, attention to detail, and ability to manage multiple priorities and deadlines.
• Ability to remain composed, resourceful, and solution-oriented under pressure.
• Foundational wine knowledge and interest in professional wine service.
• Proficiency with Microsoft Office, especially Outlook, Word, and Excel.
• Valid driver’s license.
• Flexible schedule availability, including evenings, weekends, and occasional holidays.

Preferred
• College degree or equivalent professional experience.
• Experience with CRM, event management, hotel operating, or reservation systems such as Salesforce, TripleSeat, Visual One, Opera, or similar platforms.
• Wine certification, formal wine education, or advanced wine service experience.
• Private membership, winery, luxury resort, or fine dining experience.
• Fluency in an additional language.
• Established Napa Valley hospitality, winery, culinary, or events relationships.

Successful candidates will demonstrate a service heart, warm hospitality, polished communication, discretion, integrity, sound judgment, and respect for Member and guest privacy. They will be collaborative, organized, proactive, and able to balance personalization with standards and operational discipline.

Physical Requirements & Working Conditions

This role requires frequent standing, walking, computer work, and administrative tasks. The position may require bending, stooping, squatting, climbing stairs, pushing or pulling, reaching above shoulders, and occasionally lifting up to 40 pounds. Evening, weekend, and occasional holiday availability is required. Reasonable accommodation will be provided to qualified individuals with disabilities, consistent with applicable law.

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