Special Events Operations Manager

The anticipated hiring range for this position is $70,400 to $75,000. Hiring offers will be determined based on the final candidate’s qualifications and experience. The recruiter can share more information about what the anticipated hiring salary would be based upon your specific qualifications during the selection process.

The CIA offers a substantial benefits package that includes medical coverage available at no cost to qualifying employees, dental insurance, vision insurance, life insurance, short and long term disability insurance, retirement savings plan with high employer contributions, a generous paid time off program, and more!

As the benefits package at the CIA results in a significant value above the base hiring salary for this position, we encourage you to apply so that our recruiters can share more information with you about the benefits of working for the CIA.

POSITION SUMMARY

The Special Events Operations Manager is responsible for the oversight and execution of luxury banquets, weddings, corporate and internal events as well as educational events, graduations, and orientations. This position manages the on-site activities of the front-of-house staff including: event captains, banquet servers, temporary agency staff, and collaborates with the Special Events back-of-house staff. The Special Events Operations Manager is responsible for hiring, training, scheduling, and managing all front-of-house banquet staff and oversees the set-up, execution, and post-event processes for all food and beverage events in the public event spaces of the Copia location.

ESSENTIAL RESPONSIBILITIES

• Assists in the operational planning for special events, banquets, and conferences, including but not limited to:
  • Oversees necessary arrangements to include incoming rentals, flowers, and ancillary services, including vendor invoicing.
  • Staffs events according to prescribed guidelines, prepares a floor plan, and assigns side work.
  • Completes and distributes special event orders, china orders, and purchase requisitions.
  • Provides sequence of services, place setting, and center of the table layouts.
  • Receives and distributes all rental and in-house equipment for staff.
  • Oversees and assists with setup, performs staff briefing, and monitors timing schedule.
  • Oversees service for the duration of the event and ensures guest satisfaction.
  • Coordinates cleaning services as they pertain to all events.
  • Manages and assists with breakdown of events, inventory equipment, and monitors cleanup, including physically moving tables, chairs, equipment, and any necessary event items.
  • Responds to the client’s needs during events.
• Oversees event follow-up procedures, including but not limited to:
  • Communicates final counts, wine consumption, and any additional charges to the Special Events sales team.
  • Verifies return of rental equipment and reconciles any discrepancies from the delivery invoice.
  • Submits departmental payroll for each event in accordance with company policies and completes payroll transfers when necessary.
  • Prepares event recap and produces actual profit/loss results by event.
• Generates, documents, and maintains operating procedures for the department. Executes comprehensive “gold-standard” service standards for the Special Events department.
• Assists with the hiring, orienting, coaching, discipline, and development of regular and on-call staff members. Follows established organizational policies regarding hiring, payroll, evaluation, and discipline.
• Interacts directly with the customer, always taking responsibility for exceeding guest satisfaction.
• Any and all other duties as assigned.

REQUIRED QUALIFCATIONS

Education:

• Associate’s degree in hospitality or management, or equivalent work experience in lieu thereof.

Experience:

• Minimum of two (2) years of experience in event banquet management, with an emphasis on dining room service and execution, or two (2) years of restaurant management which includes banquet experience.
• Minimum of one (1) year of supervisory experience required.

PREFERRED QUALIFCATIONS

• Working knowledge of catering software, ideally TripleSeat.
• Food Safety certification.
• Comprehensive knowledge of fine wine handling and service.
• Sommelier certification.

REQUIRED SKILLS

• Excellent written, verbal communication, and presentation skills required. Must have demonstrated ability in organizational, time management, problem-solving, and interpersonal skills.
• Extensive knowledge of food and wine with an emphasis on California and Napa Valley.
• Excellent event management, interpersonal, and relationship-building skills, with a positive team-oriented attitude.
• Demonstrated ability to show a high level of service responsiveness to customers.
• Detail-oriented and thorough.
• Must display a high level of energy and self-motivation.
• Strong computer experience, which must include the ability to work effectively with MS Office suite products, i.e., Word, Excel, PowerPoint
• Excellent logistical planning skills.

WORKING CONDITIONS

• Must be available to work a changing schedule, including nights and weekends, based upon business needs.
• Regular work requires a great deal of sitting, standing, lifting, bending, and stretching.
• Must be able to stand for the duration of the shift, many times over eight (8) hours a day.
• Must be able to use a computer for periods over eight (8) hours when needed.
• Ability to lift and carry up to 25 pounds and be able to lift 40 pounds or more with assistance on occasion.
• Must be able to work at both the St. Helena, CA, and Napa, CA, campus locations as needed for Special Events.