Special Events Coordinator

Silver Oak is more than a winery—it’s a testament to resilience, bold vision, and the relentless pursuit of excellence. As one of Napa Valley’s most iconic Cabernet Sauvignon producers, we have set the standard for approachable luxury, crafting wines that are as refined as they are unforgettable. Silver Oak continues to be a symbol of achievement and prestige, embraced by those who appreciate true craftsmanship.

For over five decades, we’ve believed that ‘our best bottle is yet to come.’ This unwavering commitment to quality has driven us to seek out the finest vineyard sites in Napa and Alexander Valley, build LEED Platinum Certified wineries, and invest in our own cooperage in Missouri—ensuring every barrel is 100% American oak and precisely toasted to complement our signature winemaking style.

At Silver Oak, we don’t just make wine; we create experiences that elevate life’s defining moments.

JOB SUMMARY:

At Silver Oak, we make wine people tell stories about. And behind every remarkable bottle is a remarkable moment. The Special Events Coordinator will help bring those moments to life. This role assists with the planning and execution of events across all winery locations, ensuring every detail reflects the quality, care and pride that define the Family of Silver Oak.

• On-Site Coordinator for Events, including event service, client contact, staff coordination, and closing/locking duties for after-hours events.
• Confirm final menu details with chefs, print menus, set tables, screen wines, serve food and wine to guests, and anticipate and keep the client informed throughout the event.
• Create event schematics, service maps, and dietary spreadsheets.
• Ensure that all service staff are performing at the highest standards established.
• Execute sales through POS system.
• Maintain a professional image while providing fine dining service for guests.
• Perform other duties as assigned.

• Coordinate event details with external clients as assigned and finalize details leading up to the event.
• Maintain and synchronize calendars in Triple Seat, Outlook and Tock.
• Place and maintain updates for rental orders for large events; schedule and communicate delivery and pick-up times.
• Place floral orders, providing specific event details to assure coordinated design, delivery and re-use where possible.
• Work closely with and maintain relationships with caterers, janitorial staff and other vendors for large events (e.g., Release Day/catered events).
• Create and maintain dietary restriction spreadsheets for individual events and communicate information to the chefs.
• Communicate company updates to Variable Hour staff.
• Assist with special events projects—printing, mailing, signage for events.
• Other administrative tasks as requested.

• Five years’ experience in a high-volume special events operation, preferably in a 4 or 5 star environment. At least 1 year of experience as lead server and/or special event coordinator.
• Knowledge of proper service standards, catering, food service and table settings required.
• Knowledge and experience with luxury wine and high-level food standards. Basic understanding of elegant décor and presentation preferred.
• Basic knowledge of computers, including Microsoft Office, TOCK and Reserve Software.
• Must be available to work a flexible schedule including nights, weekends and holidays.
• Must be at least 21 years of age and possess a valid driver’s license.
• Must be organized and possess exemplary attention to detail.
• Must have an unwavering commitment to quality.
• Ability to make decisions that are best for the organization as a whole.
• Ability to interact positively with diverse individuals.
• Ability to effectively lead other servers and event staff.
• Ability to provide a high level of customer service at all times.
• Professional appearance and demeanor.

• Stand for 6-8 hours.
• Lift and carry a case of wine (approximately 41 lbs.).
• Repeatedly lift and carry furniture and equipment (up to 50 lbs.).
• Sit and operate a computer for 2-3 hours at a time.

• Events/Dining area can be loud at times.
• Will enter into kitchen which can be hot and slippery.
• Interaction with guests.
• Ability to work in an open work environment with regular distraction.

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.