Hospitality & Events Coordinator

Job Description:

At The Napa Valley Reserve, hospitality is not simply service — it is the art of creating meaningful experiences rooted in connection, craftsmanship, and a deep appreciation for wine, food, and community. Hidden in the heart of Napa Valley, The Napa Valley Reserve is an exclusive private members’ destination where exceptional wines, culinary experiences, and gracious hospitality come together in an intimate and refined setting. Every detail is approached with intention, warmth, discretion, and care, creating experiences that feel both elevated and deeply personal. Our team shares a passion for excellence and a commitment to delivering thoughtful, world-class experiences that reflect the unique spirit and sophistication of the estate.

Hospitality & Events Coordinator

The Hospitality & Events Coordinator provides daily administrative and operational support to the Hospitality & Events Department while helping deliver exceptional experiences for Members and guests of The Napa Valley Reserve. This role requires professionalism, discretion, organization, poise, and a sincere passion for luxury hospitality, wine, food, and member experiences.

Serving as a liaison between Members, guests, and internal departments, this position supports seamless communication, event coordination, reservation management, and elevated hospitality standards across a wide range of estate experiences. This is a highly collaborative role ideal for someone who thrives in a refined, fast-paced, service-driven environment.

This is a full-time, benefits-eligible position requiring flexibility, including occasional evenings, weekends, and holidays.

Essential Responsibilities
Serve as a professional first point of contact for Members, guests, and referral sources by phone and email.
Support luxury hospitality experiences with warmth, discretion, efficiency, and attention to detail.
Assist with event coordination, preparation, execution, and follow-up for winery and Member programming.
Maintain event calendars, schedules, reservation systems, and hospitality databases.
Enter and maintain accurate event details in Tripleseat and generate BEOs as needed.
Prepare menus, place cards, event materials, curriculum collateral, and related hospitality documents.
Support seamless arrival experiences and personalized guest service.
Maintain Member profiles, preferences, and hospitality notes.
Assist with setup, breakdown, food & beverage support, tasting preparation, and event space presentation.
Coordinate with internal departments, vendors, and delivery services to ensure smooth operations.
Prepare and distribute departmental communications and daily operational updates.
Provide general administrative support including scheduling, correspondence, expense reports, filing, and special projects.
Qualifications
Minimum 4 years of hospitality, luxury service, winery hospitality, events, or related experience preferred.
Experience working with high-net-worth clientele, luxury consumers, or private membership environments strongly preferred.
Passion for wine, culinary experiences, hospitality, and guest service.
Strong organizational skills with exceptional attention to detail and follow-through.
Excellent written and verbal communication skills with polished professionalism.
Ability to remain calm, resourceful, and solutions-oriented under pressure.
Proficiency in Microsoft Office Suite; Tripleseat or similar hospitality/event platform experience preferred.
Flexible schedule with availability for evenings, weekends, and holidays as needed.
Valid California driver’s license required.
Skills & Traits
Warm, gracious, and service-oriented hospitality mindset.
Strong interpersonal communication and relationship-building abilities.
Professional, polished, discreet, and dependable.
Highly organized, adaptable, and collaborative.
Ability to multitask and support multiple priorities in a luxury environment.
Passion for creating memorable Member and guest experiences.
Compensation & Benefits

Compensation Range: $30.00 – $34.00 per hour, depending on experience and qualifications.

The Napa Valley Reserve offers competitive compensation and a comprehensive benefits package.

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