Hospitality & Events Manager

The Napa Valley Reserve is a private membership community dedicated to celebrating the culture of wine, food, hospitality, and the Napa Valley lifestyle. Located in St. Helena, California, the Reserve provides members with access to exclusive wine experiences, culinary programming, special events, and a welcoming environment designed to foster meaningful connections among individuals who share a passion for wine and hospitality.

The Hospitality & Events Manager plans, coordinates, and executes private Member experiences, curriculum programming, tastings, receptions, dinners, meetings, and special events at The Napa Valley Reserve. This role represents the estate with polish and discretion, ensuring each experience reflects luxury hospitality, personalization, precision, and care. Working within a small team, this role balances creative event design with detailed execution, financial responsibility, cross-department communication, and exceptional Member service.

The ideal candidate is warm, organized, steady under pressure, and committed to memorable experiences for Members, guests, and partners.

• 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.

• 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.

• 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.

• 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,…