Event Planning & Execution
• Plan and execute private Member events, curriculum experiences, tastings, receptions, dinners, meetings, and special programming.
• Manage event logistics from inquiry through reconciliation, including proposals, timelines, budgets, menus, wine service plans, staffing needs, floor plans, collateral, guest lists, seating charts, and run-of-show documents.
• Serve as the on-site lead for assigned programs, ensuring seamless execution, gracious hospitality, service flow, and timely communication.
• Liaise with catering partners, guest chefs, rental companies, florists, AV/lighting providers, photographers, transportation partners, and vendors.
• Support set-up and breakdown as needed, ensuring spaces are maintained to The Reserve’s standards.
• Prepare event summaries, cost recaps, billing details, and documentation.
Member Experience & Hospitality
• Deliver warm, polished, and anticipatory service to Members and guests from initial planning through departure.
• Build meaningful Member relationships by understanding preferences, interests, motivations, and expectations for future visits and events.
• Host Members and guests on property as needed, including welcome moments, property orientation, tours, tastings, receptions, and special experiences.
• Create personalized experiences that encourage engagement with Membership benefits, Napa Valley wine, cuisine, culture, and the Harlan family philosophy.
• Exercise discretion and sound judgment when handling Member information, guest details, preferences, and sensitive requests.
Administration, Communication & Financial Stewardship
• Maintain accurate event records, calendars, folders, databases, guest lists, RSVP records, internal updates, and planning materials.
• Prepare clear event documentation and internal communications to ensure alignment across departments.
• Maintain fiscal responsibility for assigned experiences, including budget tracking, cost control, vendor estimates, pass-through costs, and billing support.
• Capture event metrics, feedback, and post-event details to support continuous improvement.
• Use company systems consistently, including event management software, CRM/database tools, Microsoft Office, shared files, and communication platforms.
Collaboration & Brand Standards
• Partner closely with Hospitality & Events, Membership, The Wine Center, Fulfillment, Winegrowing & Production, Accounting, Property Stewardship, Communications, and other teams.
• Coordinate wine movement, allocations, guest preferences, inventory, collateral, property needs, and service details.
• Maintain relationships with local wineries, restaurants, hotels, cultural organizations, transportation partners, and Napa Valley resources.
• Represent The Napa Valley Reserve, Meadowood, and the Harlan family values with professionalism, warmth, discretion, and polish.