Catering & Conference Services Coordinator

Catering & Conference Services Coordinator

At Meadowood, gracious hospitality defines the style of service and timeless, natural beauty, the sense of place. A rich company culture inspires staff to achieve the highest service standards in hospitality. Join the Meadowood team and experience the pride and teamwork of working alongside a dedicated team of professionals in a truly beautiful setting.

The Catering & Conference Services Coordinator reports directly to the Senior Catering & Conference Services Manager and plays an integral role within Meadowood's Catering & Conference Services team. This position provides both administrative and operational support while also independently coordinating smaller events and experiences across the property.

This is a dynamic, hands-on role that works closely with Catering & Conference Services Managers, Chefs, Banquet Managers, Food & Beverage Managers, the Forum team, Membership, and other departments throughout the property. Responsibilities will shift based on business levels, event volume, and departmental needs, requiring someone who is organized, adaptable, collaborative, and comfortable managing multiple priorities.

In addition to supporting larger and more complex programs, the Coordinator will manage smaller events and experiences from planning through execution, providing an opportunity to develop meaningful experience across catering, conference services, restaurants, membership programming, and luxury hospitality operations.

Employment Status: Full-Time

Schedule: This is an event-driven position with a schedule that will vary based on business and event needs. Flexibility is required, including availability to work evenings, weekends, and holidays as needed.

Reports To: Senior Catering & Conference Services Manager

Key Responsibilities

Catering & Conference Services Support:

Provide day-to-day administrative and operational support to the Catering & Conference Services team, including event documentation, BEO preparation and updates, menus, timelines, itineraries, event materials, and internal communication.

Assist managers with larger events and multi-day programs, helping ensure details, deadlines, and operational needs are accurately documented and communicated.

Event Coordination:

Independently coordinate an assigned portfolio of smaller events across the property. This may include restaurant large groups, social and corporate gatherings, catering pick-up and delivery services, internal events, and other smaller programs.

Support the planning process from initial coordination through execution, including menus, timelines, itineraries, guest details, setup requirements, billing information, and other event logistics.

Membership & Property Programming:

Work closely with the Director of Membership and operational teams to assist with the planning and coordination of membership events and property programming.

Support the development of event itineraries, schedules, dining experiences, activities, and other components that contribute to a cohesive guest or member experience.

Cross-Departmental Coordination:

Work collaboratively with Culinary, Banquets, Forum, Food & Beverage, Membership, Front Office, and other departments throughout the property to ensure event information is communicated clearly and accurately.

Participate in event and operational meetings as needed and help identify outstanding details, timing considerations, or potential challenges in advance of an event.

Systems & Departmental Organization:

• Maintain accurate event information within departmental systems and assist with BEOs, menus, templates, reports, event files, and other planning materials.
• Support departmental organization, event tracking, offsite catering initiatives, and additional projects as business needs evolve.

Skills & Qualifications:

• Strong organizational and time-management skills
• High attention to detail and accuracy
• Strong written and verbal communication skills
• Ability to manage multiple priorities in a fast-paced, event-driven environment
• Comfort working collaboratively with multiple departments and levels of leadership
• Ability to take ownership of assigned responsibilities while knowing when to seek additional guidance
• Professional and comfortable communicating with clients, members, and internal teams
• Proficiency with Microsoft Office and comfort learning event management and hospitality systems
• Previous experience in hospitality, catering, restaurants, banquets, conference services, or event operations preferred
• A genuine interest in developing within catering, conference services, events, and luxury hospitality

Role Expectations :

This position is intentionally structured as both a support and event coordination role. Responsibilities will vary based on the needs of the department, event calendar, and property.

The Coordinator may spend one day supporting a Catering & Conference Services Manager with a complex multi-day program and another independently coordinating a restaurant group, membership event, catering delivery, or smaller gathering.

The successful candidate should be comfortable moving between administrative responsibilities, event planning, itinerary development, client and member communication, and operational coordination. Flexibility, attention to detail, collaboration, and a willingness to support the broader team are essential to success in this role.

Role Impact:

The Catering & Conference Services Coordinator provides additional planning and operational support while creating greater capacity within the department. By supporting larger programs and taking ownership of smaller events, this role allows Catering & Conference Services Managers to dedicate greater attention to complex events, client relationships, revenue opportunities, and continued departmental growth.

This position also provides meaningful exposure to multiple areas of Meadowood's operation and offers an opportunity to build a strong foundation in catering, conference services, food and beverage, membership programming, and luxury hospitality event management.

Compensation:

The starting hourly rate for this position is $27.00 - $30.00 per hour.

• This is the rate Meadowood Napa Valley reasonably expects to pay. Final compensation will depend on factors such as experience, education, and other job-related qualifications.

Benefits:

• Health insurance
• Vision insurance
• Dental insurance
• 401(k) matching
• Employee discounts
• Flexible spending account
• Health savings account
• Life insurance
• Pet insurance
• Vacation
• Sick Pay
• Paid holidays (10)
• Referral program
• Daily employee meals
• Uniforms
• On site parking
• Wine classes

Meadowood is proud to be an Equal Opportunity Employer. We do not discriminate based upon race, religion, color, national origin, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender, gender identity, gender expression, transgender status, sexual stereotypes, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics. Meadowood is committed to providing reasonable accommodations for candidates with disabilities in our recruiting process. Please let us know if you need any assistance or accommodations due to a disability.