Events Coordinator at Auberge Collection

Napa, California, United States -

Full Time

Start Date

Immediate

Expiry Date

19 Jun, 26

Salary

28.0

Posted On

21 Mar, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Detail-oriented, Organization, Communication, Event Coordination, Hospitality, Administrative Support, BEO Preparation, Group Resumes, Delphi, Opera, Tripleseat, Way, Microsoft Office Suite, Client Relations, Logistics Management, Problem Solving

Industry

Hospitality

Description

Company Description Stanly Ranch, Auberge Collection is the resort of new Napa, bringing a bold, dynamic energy and creating an unrivaled destination and community itself. Set on over 700 acres of rolling vineyards and farmland in the southern section of Napa Valley’s wine-growing region with access to both Napa and Sonoma, the resort includes 135 airy cottage guestrooms and suites, featuring outdoor terraces with fire pits and views of the Mayacamas Mountains. Stanly Ranch offers a rare ownership opportunity consisting of a limited collection of three- to six-bedroom Vineyard Homes and furnished two-bedroom Villas. The resort features Halehouse, an Auberge spa offering targeted and intentional treatments that help you reach your full potential, three unique dining venues including Bear, which pays homage to local farmers and makers, and a behind-the-scenes look at wine country with a unique range of thrilling adventures and immersive experiences. Embracing its 100-year Napa Valley history, Stanly Ranch, Auberge Collection has undergone an evolution from a working ranch to a deeply-rooted luxury destination capturing the casual honest luxury of culture and cultivation. Job Description The Events Coordinator at Stanly Ranch will support the Private Events team in executing weddings, corporate, social, and internal events. The ideal candidate will be detail-oriented, highly organized, and possess strong verbal and written communication skills. Previous experience in event coordination, hospitality, or similar administrative roles is required. Key Responsibilities: Please note that this is not an exhaustive list of everything that needs to be done. Within the Auberge family, our people always find new ways to look after the business, their guests, and their teammates. Within this, the key responsibilities for this position are: Maintain timely communication with key operational departments (e.g., Sales, Catering, Food & Beverage, Housekeeping) to ensure smooth event execution. Prepare and distribute BEOs and Group Resumes for weekly meetings, daily updates, and internal reviews by or before deadline times. Coordinate event-related paperwork, including internal materials, event menus, signage, and floor plans. Coordinate arrival amenities for event VIPs and assist with pre-planning site inspections and meetings. Serve as an interim point of contact for Sales Group Turnovers until assigned to Event Managers. Manage daily event agendas and internal communication, ensuring all teams are informed. Support internal meetings, including BEO and Group Resume meetings, and track Coordinator needs (e.g., Alice Tickets, client collateral). Provide updates for the weekly Catering pace report and assist with internal event planning. Review and audit contracts from Sales for key program highlights, concessions, timing, and space conflicts. Maintain Delphi Administrator responsibilities, including event bookings, menu updates, and space availability management. Coordinate internal event requests with Talent & Culture, Front Office, AV partners, and other operational departments. Assist in the development of group and social event resumes, amenities, and related tasks. Maintain office organization, inventory supplies, and assist with Birchstreet ordering. Assist the Director of Events and Event Managers with Banquet Event Orders (BEOs) for weddings, social, corporate, and internal events, ensuring all documentation is accurate and timely. Track and resolve issues or conflicts related to event scheduling and logistics. Acts as liaison to Experiences team and the Food & Beverage teams, managing space holds and communications around space conflicts. When department heads are unable to attend a meeting, this position will attend in their absence and represent the entire department Additional Functions: Maintain confidentiality of resort information and client details. Follow up on incomplete tasks with Event Managers and assist with special projects as needed. Contribute to sustainability and environmental initiatives as part of the hotel's broader goals. Assist with client thank you notes, evaluations, and tracking client shipments. Ensure the organization and cleanliness of event spaces, including checking room availability and cleanliness prior to site inspections. The starting range for this position is $28.00/hour. This is the pay rate for this position that Stanly Ranch reasonably expects to pay. Decisions regarding individual salaries will be based on a number of factors, such as experience and education. Qualifications Required Qualifications: Detail-oriented, with excellent organizational skills and the ability to multi-task effectively. Strong communication skills and the ability to work collaboratively with diverse teams. Experience in hospitality, catering, event coordination, or as an administrative assistant. Proficient in Google Suite, Word, Excel, and event software (e.g., Delphi, Opera, Tripleseat, Way). Able to work a flexible schedule, including early mornings, late evenings, and weekends as needed. Positive, results-oriented, and able to thrive under pressure. Capable of making sound decisions to support operational needs and ensuring client satisfaction. Additional Information Auberge Collection is a portfolio of extraordinary hotels, resorts, residences and private clubs. While each property is unique, all share a crafted approach to luxury and bring the soul of the locale to life through captivating design, exceptional cuisine, innovative wellbeing, and gracious yet unobtrusive service. With 30 one-of-a-kind hotels, resorts, and residences, Auberge invites guests to create unforgettable stories in some of the world’s most desirable destinations. For more information: auberge.com Connect with Auberge Collection on Instagram, TikTok, Facebook, and LinkedIn @Auberge and #AlwaysAuberge SRGA Resort, LP is an Equal Opportunity Employer, M/F/D/V. SRGA Resort, LP provides equal employment opportunities (EEO) to all team members and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. In addition to federal law requirements, SRGA Resort, LP complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. SRGA Resort LP is an Equal Opportunity Employer, M/F/D/V. SRGA Resort LP provides equal employment opportunities (EEO) to all team members and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. In addition to federal law requirements, SRGA Resort LP complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. Job Type: Non-Management

Responsibilities

The Events Coordinator will support the Private Events team by executing weddings, corporate, social, and internal events, which includes maintaining communication with operational departments and preparing essential documentation like BEOs and Group Resumes. Key duties involve coordinating event paperwork, managing VIP amenities, serving as an interim contact for Sales turnovers, and maintaining responsibilities within the Delphi event software.