The Events & Operations Coordinator for the Sonoma County Vintners (SCV) plays a central role in the on-going operation of the staff and office of the SCV. The Events & Operations Coordinator supports development, planning, and execution for events; provides customer service for all SCV members around event registration, wine logistics, and membership database; and provides office support for the SCV staff. This position reports to the Director of Events & Operations, and works closely with the Executive Director and other SCV staff and volunteers, and all SCV members. This position also has close interaction with the Board of Directors and other industry partners. The candidate for this position will be able to manage multiple responsibilities simultaneously, provide excellent customer service, and possess a strong attention to detail and discretion.

Reports To: Director of Events & Operations
FLSA Status: Non-Exempt

 

 

PROFESSIONAL RESPONSIBILITIES: Responsibilities will include but not be limited to:

(70%) Event Coordinator Responsibilities (Other duties may be assigned)

 

• Coordinate with Director of Events & Operations on event plan, timeline, and event execution. Assist with developing event plans and coordinating details for consumer, media and trade events including winery communications and registration forms, wine consolidation and coordination, wine and materials shipping, and related collateral materials.
• Assist with the planning and execution of consumer, media and trade events including wine tastings, seminars, lunches & dinners, market visits and other consumer events.
• Coordinate member communication, participation, and follow-up for events including registration websites, sign-up forms, wine coordination and consolidation, shipping, and invoicing.
• Contact winery and affiliate members via phone and email, with instructions and necessary event communications; Track winery participation and responses.
• Responsible for wine consolidation and shipping for local, national, and international events including customs forms, shipping documents, inventory management, and other details.
• Responsible for developing and producing in-house materials such as tasting mats, tasting notes, and wine lists, registration forms, and guest check-in lists.
• Assist with managing outside vendors including requesting and comparing bids, coordinating invoices and billing, and final budget reporting.

SCV Events include, but are not limited to Sonoma Wine Country Weekend: Sonoma Starlight, Taste of Sonoma, and Sonoma Harvest Wine Auction, as well as the Sonoma County Barrel Auction, Sonoma in the City, Sonoma Summit, Robert Parker Sonoma County Tasting, and the SCV Annual Meeting.

 

(25%) Administrative/Office Management Responsibilities

 

• Provide customer service and communications to SCV members via email, phone, and in person. Always provide a professional and friendly face for the organization to the membership.
• Responsible for maintaining the SCV wine inventory and organization of the SCV wine room.
• Provide Office Management support including assistance with equipment contracts, ordering supplies and other related duties.
• Coordinate meetings and communication with the Board of Directors and other committee meetings including scheduling meetings, distributing meeting materials, and taking minutes.

(5%) Other Duties as Assigned

POSITION REQUIREMENTS

 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION AND/OR EXPERIENCE

• AA or BA or equivalent of education and experience.
• 2+ year’s event coordination, administrative and/or office management experience required

SUPERVISORY RESPONSIBILITIES

This position has no direct reports

OTHER DESIRED SKILLS, ABILITIES AND ATTRIBUTES

• Must possess high initiative and be a self-starter
• Excellent organization, time management, and prioritization skills required
• Very strong attention to detail
• Ability to work and thrive in a multi-tasked, fast paced environment
• Working knowledge of the wine industry
• Strong customer service and hospitality skills
• Ability to respond effectively and sensitively to clients, showing respect
• Ability to write detailed information into system and correspondence as necessary
• Ability to read, analyze and interpret the client files
• Experience managing and working with a detailed budget; Bookkeeping or financial record keeping experience a plus
• Professional communication skills (written and verbal)
• Demonstrated abilities in confidentiality, initiative, judgment, and discretion
• Strong skills in Microsoft Office, particularly Excel, Word, and PowerPoint
• The ability to lift and carry 40lbs
• Ability to travel out of state and internationally
• Valid driver’s license

Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Requires sitting, talking on the phone and keyboard documentation. This position also can require numerous hours of standing and walking while interacting at events or with partner groups.

The Sonoma County Vintners is committed to an equal opportunity hiring policy and work environment.

If you are interested and qualified, please forward a letter of application and resume.

Position will remain open until filled.

APPLY HERE