Event Manager
(Wine Jobs:
Management & Administration)
Full Time
Napa Valley Grapegrowers
Napa,
California
RESPONSIBILITIES
1. ANNUAL MEMBERSHIP EVENTS
• Annual Membership Meeting
- Manage, plan and execute the Annual Membership Meeting
- Work with the Member Relations Manager and Executive Director to coordinate event logistics: AV needs, food & beverage, invitation, venue, etc
• Annual Dinner
- Responsible for the management and coordination of all event aspects of the Annual Dinner
- Event logistics: create event timelines and schedules, manage all vendors, coordinate set up and breakdown, point of contact for event venue, etc.
- Manage all décor, event rentals, AV/lighting, logistics, site, activities, caterers, and other vendors
- Manage all wine donations, pickup/delivery schedules, and pouring
- Assist with sponsorship outreach and management
- Work with Member Relations Manager and Executive Director on the logistics of the stage program and Grower of the Year video
- Manage all follow up details – thank you letters, invoicing, membership communications, etc.
• Other membership events that arise
• Manage the annual membership event budgets and report regularly to the NVG Associate Director
2. Harvest STOMP
• Responsible for the management, coordination and execution of the Harvest STOMP annual fundraiser
• Work with STOMP Committee Chairs and Steering Committee to create overall design and vision for event
• Manage all décor, event rentals, AV/lighting, logistics, site, activities, and vendors
• Manage all pre-event, day-of event and post-event details, staff, and logistics teams
• Manage all caterers and coordinate all aspects of food service throughout the event
• Manage the coordination of the band and entertainment requirements
• Manage the event budget, reporting regularly to the NVG Associate Director
• Assist with developing and executing sponsor recognition plan
• Assist with the creation and development of Auction Lots and Lucky Lots
• Work with STOMP Committee in the creation of the attendee take-a-way gift bags
• Oversee the procurement and coordination of all wine donations
• Efficiently prepare for and coordinate STOMP Steering Committee meetings and various sub-committee meeting schedules
• Prepare meeting minutes for the STOMP Steering Committee and sub-committee meetings
• Manage all follow up post-event: thank you packets, auction lot follow up, vendor communication, invoicing, budget, committee wrap up, etc.
3. ROOTSTOCK
• Solicit and manage all exhibitor outreach and logistics
• Assist with the setup of the online exhibitor and event registration platform
• Manage all aspects of exhibitor placement, booth assignments, contracts, nametags, etc.
• Exhibitor point of contact for the entire event
• Assist with the coordination and execution of sponsor benefits
• Responsible for managing and executing all aspects of the pre-event seminar and welcome reception
• Assist NVG Program Manager with all event rentals, vendor coordination, and overall event logistics
• Work with NVG Program Manager and FWF Program Manager on event staffing needs
• Coordinate the food & beverage needs for the event
• Attend and participate in all ROOTSTOCK Steering Committee meetings
4. Napa Valley Farmworker Foundation
• Annual Pruning Contest
- Responsible for all aspects of management, coordination and execution of the Annual Pruning Contest
- Manage sponsor solicitation and outreach
- Event logistics: create event timelines and schedules, manage all vendors, coordinate set up and breakdown, point of contact for event venue, etc.
- Manage all décor, event rentals, AV, logistics, site, activities, caterers, community organization participants, and other vendors
- Work with Steering Committee to secure all contestant prizes
- Manage Pruning Contest budget, reporting regularly to NVG Associate Director
- Manage all post event wrap up and follow up
• Annual Donor Recognition & Farmworker Appreciation Luncheon
- Manage all event coordination and logistics details of the annual appreciation luncheon
- Secure event venue and oversee all event logistics – catering, AV, donor gifts, wine donation, etc.
- Manage the event budget
- Manage all post-event follow up
• Día de la Familia
- Assist the FWF Program Manager in planning and executing the event
- Coordinate Día de la Familia Steering Committee meetings and prepare meeting minutes
- Assist the FWF Program Manager with vendor logistics – catering, event rentals, audio visual, set up, breakdown, décor, catering/event staff, etc.
- Coordinate all kids activities
- Assist FWF Program Manager with all event wrap up
5. Miscellaneous support for NVG seminars & events
6. Service the goals and objectives of the NVG Strategic Plan
7. General support to NVG Associate Director
QUALIFICATIONS
Candidates – take the following qualifications into consideration before applying. Cover letters and resumes must demonstrate the presence of the following attributes and skills:
• Exceptional organization skills
• Excellent writing and communication skills
• High level of accuracy
• Self-starter & ability to self-manage
• Ability to create, maintain, and report budgets
• Proficiency in Excel, Word, and database management
• Demonstrated success working with a planning team
• Proven ability to develop and maintain strong relationships with vendors
• Highly motivated work ethic
• Creativity in designing pleasing décor for events
• 2+ years’ experience in the event and/or hospitality industry
• Experience with luxury brands a plus
• Ability to lift 50 lbs.
• Clean driving record with the California DMV
How To Apply
The successful candidate will submit a cover letter detailing their understanding of the Napa Valley Grapegrowers and what they can bring to this specific position, along with a resume directly to:
[email protected]Subject line must read: EVENT MANAGER OPPORTUNITY