Events Manager

Tasting & Tap Room Expo; California (MO); Hybrid; USD 70,000 - 110,000; Full time

Job summary

Joseph Phelps Vineyards in Napa Valley seeks an Events Manager to lead a diverse calendar of wine-focused events and experiences at the Home Ranch in St. Helena, CA. The role combines planning, budgeting, and on-site execution with collaboration across Hospitality, Culinary, Marketing, and HR teams.

The ideal candidate blends creativity with superb organizational skills and a deep appreciation for fine wine and luxury hospitality, delivering memorable experiences for guests and VIPs.

Qualifications

• Must have passion for wine and luxury hospitality.
• Strong organizational skills and creativity.
• Ability to build relationships and deliver memorable events.

Responsibilities

• Plan, coordinate, and execute all special and paid events, wine club events, trade and wholesale functions, and internal company events.
• Develop detailed event plans, timelines, budgets, and operational schedules.
• Manage vendor relations, contracts, and staffing; oversee on-site execution and guest experience.
• Produce post-event reports with attendance, feedback, and budget outcomes.
• Collaborate with cross-functional teams (Hospitality, Culinary, Marketing, HR) to ensure successful events.

Job description

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.

Position Summary

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.

Key Responsibilities

Event Leadership & Planning

• Lead planning, communication, and execution of winery, Phelps Preferred, trade, corporate, private, and employee events.
• Serve as the primary point of contact for event inquiries and stakeholders.
• Develop detailed event plans, timelines, budgets, and operational schedules.
• Create and maintain event guidelines, playbooks, and standards in partnership with Marketing.

Event Execution & Operations

• Oversee all logistics, including venues, catering, rentals, audiovisual needs, décor, signage, staffing, guest flow, and on-site operations.
• Coordinate wines, menus, transportation, inventory, and service requirements.
• Manage event-day execution, vendor performance, safety, and issue resolution.
• Support hospitality functions, including hosting tastings and guest experiences as needed.
• Maintain event and marketing asset inventories.

Budgeting & Reporting

• Develop event budgets, manage expenses, coordinate billing, and complete financial reconciliations.
• Track costs and ensure adherence to approved budgets.
• Produce post-event reports, including attendance, guest feedback, vendor evaluations, and budget outcomes.

Vendor & Staffing Management

• Source, negotiate, contract, and manage vendors and suppliers.
• Build strong vendor partnerships to ensure quality, value, and reliability.
• Hire, schedule, and oversee temporary event staff and service partners.

Cross-Functional Collaboration

• Partner with the Phelps Preferred Manager to manage wine club event programming and timelines.
• Collaborate with Marketing on event messaging, invitations, and promotional materials.
• Coordinate with Hospitality, Culinary, Inventory, Housekeeping, HR, and leadership teams to ensure successful event execution.
• Support community outreach and local event communications as needed.

Events Managed

Examples include:

• Insignia Release Weekend
• Rooted in Tomorrow Dinners
• Holidays at the Home Ranch
• Backus Experience
• Epicurean Escape
• Founders Fridays
• Phelps Preferred In Your City events (domestic travel required)
• Distributor Summit Reviews
• Annual Wholesale Immersion Trip
• Wellness Fair, Harvest Party, Employee Holiday Party, Service Awards, and other HR events
• Corporate retreats, celebrations, and large group experiences

Work Location:

This position is based at the Home Ranch in St. Helena, California. Occasional remote work may be approved based on event schedules and business needs.