Special Events Manager

SUMMARY: At Silver Oak, we make wine people tell stories about. And behind every remarkable bottle is a remarkable moment. The Special Events Manager will bring those moments to life-transforming our world-class wines, stunning spaces and generous hospitality into experiences guests never forget. This role leads the planning and execution of events across winery locations, ensuring every detail reflects the quality, care and pride that define the Family of Silver Oak. This role oversees event operations from concept to completion-managing vendors, budgets, staffing and win logistics. This role partners across departments, confidently shares our history and philosophy, and ensures every event space is “show ready,” every guest interaction is thoughtful, and every experience feels seamless.

KEY RESPONSIBILITIES:

Event Management & Operations:   

• Manage all aspects of producing an event to include rental orders, wine orders, selecting appropriate vendors, negotiating vendor contracts, hiring VH Service staff, and invoicing.
• Independent oversight of events as assigned – internal and external. To include assisting Director of Special Events with drafting and executing proposals.
• Manage budgets for specific events, working closely with clients to ensure proper budget alignment and holding to budget for staffing, operating costs, etc.  
• Provides impeccable customer service. 
• Comfortable and confident in speaking to the public about winery details: winery history, current releases, The Oak Society, building architecture, company philosophy.
• Travels to all Winery locations to execute events as needed (both day and evening).
• Lead weekly BEO meetings to ensure the event team is up-to-update on upcoming events and culinary requests. 
• Ensures all event spaces are kept tidy, clear of safety hazards, and “show” ready at all times.
• Perform other duties as assigned.

Leadership:

• Directly manages Variable Hour service staff, including hiring, scheduling, training, discipline, performance management, timekeeping approvals and terminations.
• Fosters a collaborative, accountable, and high-performing team culture. 
• Liaison between cross-functional departments for event planning and execution.
• Effective collaboration among Special Events and cross-functional teams.

Administrative:   

• Create, maintain and communicate SOP documents for culinary offerings (cheese cart, chef’s table, as examples).
• Approval of vendor invoices as assigned (florals, rentals, linens).
• Assists with consulting on operating and capital budgets.
• Execute sales through Tasting Room POS system as needed. 

QUALIFICATIONS:

• Bachelor’s degree in related field or equivalent combination of education and experience.
• Five years related experience in the hospitality industry (hotel, restaurant or winery).
• Resourceful, independent and creative thinker with the ability to take an event or project from beginning to a successful conclusion, including problem resolution. 
• Friendly and outgoing with drive towards providing quality service in a fast-paced environment.
• Acute attention to detail.
• Ability to calculate figures and complete contracts accurately and timely.
• Proficient in Microsoft Office applications: Word, Excel, and Outlook. 
• Ability to work nights and weekends.
• Valid CA Driver’s License and clean DMV record.
• Excellent verbal and written communication skills.
• Strong organizational, problem-solving, and analytical skills.
• Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm.
• Ability to deal effectively with diverse individuals at all organizational levels.
• Professional appearance and demeanor.

PHYSICAL/MENTAL REQUIREMENTS:

While performing the duties of this job, the employee is frequently required to do the following:

• Work nights and weekends.
• Ability to stand or walk for long periods of time.
• Must be able to lift 40 lbs.
• Coordinate multiple tasks simultaneously.
• Accurately complete detailed forms and reports.
• Calculate figures and amounts. 
• Sense of urgency and attention to detail required.

WORK ENVIRONMENT:

• Fast paced, busy, noisy and distractive open office/kitchen/dining atmosphere. 

The above 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.