Event Operations Coordinator Jobs in Santa Rosa, CA

Joseph Phelps Vineyards, a renowned name in the wine industry, is seeking a passionate and dynamic Events Manager to join our team. In this highly visible role, you will be at the forefront of creating exceptional experiences that showcase our world-class wines and luxury hospitality. The ideal candidate combines creativity, strong organizational skills, and a deep appreciation for fine wine and the luxury market, enabling them to build meaningful relationships and deliver memorable events that exceed guest expectations.
From exclusive tastings and private dinners to corporate retreats, wine club celebrations, trade events, and company gatherings, this position offers the opportunity to lead a diverse portfolio of events and create extraordinary experiences that reflect the sophistication and excellence of one of Napa Valley's most iconic luxury wine estates.
SUMMARY OF POSITION:
The Events Manager is responsible for planning, coordinating, and executing all special events, paid events, Phelps Preferred wine club events, select marketing initiatives, trade and wholesale functions, and internal company events. Working closely with Hospitality, Culinary, Marketing, Phelps Preferred, Inventory, HR, and leadership teams, this role manages every stage of the event lifecycle from concept and budgeting through execution and post-event reporting.
DUTIES AND RESPONSIBILITIES:
The following reflects management's definition of essential functions for this job but does not restrict the tasks that may be assigned. Management may assign or reassign duties and responsibilities to this job at any time due to reasonable accommodation or other reasons.
Event Leadership Scope
• Lead planning, communication, and execution for all Phelps Preferred events and internal HR-related events.
• Demonstrate a creative, solutions-oriented mindset that elevates event quality and drives guest satisfaction.
• Coordinate operational timelines and requirements across internal stakeholders, including Marketing, Sales, Hospitality, Inventory, and leadership teams.
Event Planning & Client Service
• Serve as the primary point of contact for customers and internal stakeholders requesting events, providing timely, professional, and high-touch service from inquiry through execution.
• Translate event objectives and strategic briefs into detailed event plans, timelines, production schedules, and operational deliverables. Document each event from start to finish using approved forms to capture information and track every detail.
• Establish and maintain event guidelines, playbooks, and lookbooks in partnership with the Marketing team.
Event Execution & Operations
• Lead all practical and operational aspects of event delivery, including venue setup, catering, rentals, audiovisual needs, décor, signage, staffing, product display, guest flow, and on-site execution.
• Ensure all event signage, invitations, sales materials, displays, and partner/vendor arrangements are finalized well in advance of each event.
• Direct on-site event operations, including coordination of internal teams, outside staff, and vendors, to ensure efficient execution, safety, and adherence to JPV standards.
• Work with the Hospitality Manager, Chef, and Inventory Manager to select wines and menus that are appropriate for each event and within budget.
• Coordinate with the Inventory Manager to obtain wines, arrange transportation to the event location, ensure wines are held at proper temperature, and oversee opening, evaluating, and serving wine for the event.
• Troubleshoot and resolve event-day issues, problems, and emergencies with urgency and sound judgment.
• Perform food and wine service when appropriate and when event size does not require additional staffing.
• Host large group tastings during slower event periods to support incremental event channel revenue.
• Manage and maintain the marketing and internal event visual asset inventory.
Budgeting, Billing & Reporting
• Own event budget management, expense tracking, billing coordination, and financial reconciliation.
• For approved events, determine event fees, create budgets, and organize and coordinate all billing for winery events. Monitor the billing process, code receipts and invoices, and coordinate related activities with Accounting.
• Create, track, and report all event costs, maintaining adherence to approved budgets and financial allocations.
• Compile post-event operational reporting, including attendance, guest feedback, vendor performance, and budget actuals.
Vendor & Staffing Management
• Source, negotiate, contract, and manage third-party vendors, including caterers, chefs, florists, rental companies, entertainment providers, AV partners, and other event suppliers, to ensure all services are delivered to scope, schedule, and standard.
• Build and maintain strong vendor relationships to ensure service quality, cost effectiveness, and operational reliability.
• Hire, schedule, and oversee event support staff, including wait staff, entertainers, housekeeping, and other temporary or external resources as needed.
Cross-Functional Collaboration
• Partner closely with the Phelps Preferred Manager to lead the wine club event calendar and ensure proactive planning and invitation timelines.
• Collaborate with Marketing to ensure event messaging, promotional materials, and attendee communications are accurate, timely, and on-brand.
• Coordinate with Hospitality, Culinary, Inventory, Housekeeping, HR, and other internal teams to align staffing, menus, wines, supplies, and operational needs.
• Meet weekly with Hospitality and Housekeeping managers to review upcoming events and address in-house support requirements.
• Manage local attendee communications, community outreach, and event-specific in-market execution as needed.
The Following is a sample list of events the Events Manager is responsible for planning, executing, and attending. This is subject to change year to year and is not inclusive of the various paid events.
Winery Events
• Insignia Release Weekend (3-4 days)
• Rooted in Tomorrow Dinners (4)
• Holidays at the Home Ranch
• Backus Experience
• Epicurean Escape
Phelps Preferred Events
• Founders Fridays (4-6)
• Phelps Preferred In Your City Events (6-8 cities, domestic travel required)
Trade Events
• Distributor Summit Reviews (2)
• Annual Wholesale Immersion Trip
HR Events
• Service Award Ceremony
• Decaders Luncheon
• Onboarding Luncheons (various)
• Farewell Celebrations (various)
• Wellness Fair
• Harvest Party
• Employee Holiday Party
• JPV Children's Holiday Party
Private & Corporate Events
• Large group experiences
• Celebrations
• Corporate retreats
This role is based at the Home Ranch. Working remotely may be approved occasionally to accommodate upcoming event schedules.
Requirements

• Bachelor's degree in Hospitality Management, Event Management, or a related field.
• 3-5 years of event planning experience, preferably in the wine or hospitality industry.
• Strong organizational and multitasking skills with the ability to manage multiple events simultaneously.
• Excellent interpersonal and communication skills, both written and verbal.
• Ability to establish rapport and maintain strong relationships with clients, vendors, and team members.
• Detail-oriented, with a strong commitment to delivering quality and excellence in service.
• Knowledge of wine and related hospitality operations is a plus.
• Proficient in Microsoft Office Suite and event management software.
• Ability to work evenings, weekends, and holidays as needed.
• Bilingual proficiency in Spanish or another language is a plus.

PHYSICAL/MENTAL REQUIREMENTS:
While performing the duties of this job, the employee is frequently required to:

• Stand and walk for long periods.
• Lift and carry materials weighing up to 40 pounds.
• Comfortably interact with diverse guests and clients in various settings.

WORK ENVIRONMENT:

• Work is performed primarily in a winery setting, which may involve both indoor and outdoor environments.
• Noisy environments may be encountered during events; the ability to adapt to varying situations is essential.

Benefits

• 13 Paid Holidays
• Vacation & Sick time
• Paid Wellness Day and Monthly Wellness Reimbursement
• "Farm Fresh to You" membership
• Comprehensive Health Benefits: Medical, Dental and Vision
• 401K match
• Annual Employer Gift
• Generous Employee Discounts
• Employee Wine Program

Annual Salary Range: $85k- $95k DOE + Performance Bonus