Event & Executive Administrative Manager
Location: Napa Valley, CA
Reports To: Director of Operations & Estate Manager

Overview
We are seeking a highly skilled Event & Executive Administrative Manager who can seamlessly balance the demands of luxury event management and day-to-day administrative support. This hybrid role is central to ensuring both the flawless execution of estate events and the smooth operation of internal systems. The ideal candidate thrives in a dual-capacity position—comfortable managing complex client-facing events while also delivering organizational, operational, and communication excellence.

Key Responsibilities

Event Management
- Lead planning and execution for on-site and off-site events including corporate gatherings, philanthropic dinners, auction donations, marketing activations, and immersive tastings.
- Serve as the primary on-site representative during events, coordinating vendors, chefs, rental companies, and service teams.
- Oversee event logistics: proposals, site visits, budgets, timelines, guest communications, set-up, hosting, strike, and post-event reporting.
- Track deadlines and ensure all event details are documented, communicated, and executed with precision.

Executive Administrative Support
- Provide direct administrative support to the Director of Operations and leadership team, including scheduling, task tracking, and document preparation.
- Coordinate cross-department communication to keep projects and priorities aligned.
- Manage invitations, RSVP tracking, and follow-up communications for events, dinners, and member experiences.
- Support hospitality logistics: wine shipping, storage guidance, welcome emails, and customer preparation instructions.

Financial & Data Oversight
- Build and maintain event pricing structures and budgets (site fees, rentals, chef costs, wine minimums, donations).
- Track event profitability, forecast sales, and support reporting for leadership.
- Enter orders and event sales into POS/CRM systems, ensuring accuracy and timely updates.
- Monitor new client signups and integrate data into customer journey workflows.

Operations & Logistics
- Ensure tastings and events are stocked with collateral, supplies, and merchandise.
- Manage down-valley pickups, mail distribution, and vendor coordination.
- Provide overflow support during peak periods (allocations, fulfillment, and event-heavy seasons).
- Assist with estate development projects and vendor relationship management.

Requirements
- 4–6 years of combined experience in event planning and administrative/operations roles, preferably in a winery, luxury hospitality, or fine dining environment.
- Demonstrated ability to manage events end-to-end while also excelling in day-to-day admin and operational support.
- Strong written and verbal communication skills, with polished client-facing presence.
- Proficiency in POS systems, CRM tools, and Microsoft Office/Google Suite.
- Strong budgeting and vendor management experience.
- Ability to juggle multiple priorities under pressure with high attention to detail.
- Flexible availability including evenings, weekends, holidays, and peak hospitality seasons.

Attributes We Value
- Balance of creative vision and operational discipline.
- Customer-first mindset with a passion for crafting luxury experiences.
- Flexibility to transition smoothly between high-touch events and back-office support.
- Proactive problem-solver who anticipates needs and delivers with consistency.
- Collaborative team player who uplifts both clients and colleagues.

Compensation & Benefits
- Competitive salary commensurate with experience.
- Performance-based bonus opportunities.
- Wine allocation and industry perks.
- Health, dental insurance.
- Unlimited vacation, subject to approval (with blackout dates August–November).