Overview

POSITION SUMMARY

The Manager – Event Operations is responsible for executing high end banquets, special events and conferences through effective collaboration with the culinary team, the event sales and coordinators and the banquets front of house staff.  This position is responsible for the hiring, training, scheduling and management of all front of house banquet staff.  The Manager – Event Operations oversees the set-up, execution and post-event processes for all food and beverage events in the public event spaces of the Greystone Campus, including all vendor invoicing and responding to the client’s needs during events.

 

ESSENTIAL RESPONSIBILITIES

  •  Generates, documents, and maintains operating procedures for the banquet, special events and conference service staff.
  • Develops comprehensive service standards for the event concepts offered at Greystone.
  • Hires, orients, trains, disciplines, and develops regular and on call staff members, following established Institute policies regarding hiring, payroll, evaluation, and discipline.
  • Responsible for maintaining guest satisfaction at all times.
  • Works with Director – Special Events California Campus on departmental financial requirements, including forecasting, budgeting, and expense management.
  • Monitors and controls food and beverage costs as well as labor costs.
  • Oversees the details of in-house and community events, communicating with interdepartmental contacts for information and execution.
  • Performs departmental financial requirements, including receiving and reviewing all invoices pertaining to the department, proper coding of staffing and invoices pertaining to in-house events, and follow up and resolution of vendor disputes.
  • Oversees storage, par levels, and organization of special events operating equipment and supplies.
  • Oversees planning for special events, banquets and conferences, including but not limited to:Overseeing necessary arrangements to include incoming rentals, flowers, and ancillary services
  • Staffing according to prescribed guidelines, preparing a floor plan, and assigning side work
  • Completing and distributing special event orders, china orders, and purchase requisitions
  • Sequencing of service, place setting, and center of the table layouts
  • Receiving and distributing all rental and in-house equipment for staff
  • Overseeing and assisting with setup, performing staff briefing, and monitoring timing schedule
  • Overseeing service for duration of event and ensuring guest satisfaction
  • Managing and assisting with breakdown of event, inventory equipment, and monitor cleanup including physically moving tables, chairs, equipment and any necessary event items
  • Manages events follow up procedures, including but not limited to:Communicating final counts, wine consumption, and any additional charges to Special Events Coordinator
  • Verifying return of rental equipment and reconciling any discrepancies from delivery invoice
  • Submitting departmental payroll for each event in accordance with company policies, and completing payroll transfers when necessary
  • Preparing event recap and producing actual profit/loss results by event
  • Maintains an orderly, safe, and sanitary workplace.
  • Coordinates with other key departments at the Greystone location in marketing strategies, cross-marketing of services/products and cost reduction through combined purchases.
  • Coordinates with other key departments at the Greystone location, including safety, security, facilities, food and beverage operations, retail operations and the demo theater to ensure a seamless guest experience at the campus.
  • Any and all other duties as assigned.

 

REQUIRED QUALIFICATIONS

Education:

  • Bachelor’s Degree in hospitality, management or related field; or equivalent industry experience.

Experience:

  • Minimum of three (3) years of experience in event management, with an emphasis on dining room service and execution.

PREFERRED QUALIFICATIONS

  • Working knowledge of Catering Computer Software, ideally Caterease and Triple Seat.
  • Food Safety certified.
  • Comprehensive knowledge of fine wine handling and service.
  • Sommelier certification desired.

REQUIRED SKILLS

  • Extensive knowledge of food and wine with an emphasis on California and Napa Valley.
  • Excellent event management, interpersonal and relationship building skills, with a positive team-oriented attitude.
  • Excellent written, verbal communication, and presentation skills required. Must have demonstrated ability in organizational, time management, problem solving and interpersonal skills.
  • Demonstrated ability to show a high level of service responsiveness to customers.
  • Must have a proven, consistent track record showing the ability to work with all levels within an organization.
  • Ability to work accurately and quickly with excellent attention to detail.
  • Strong knowledge of computers including abilities to work effectively with MS Office suite products, i.e. Word and Excel.
  • Ability to multi-task and prioritize multiple competing tasks and demands.
  • Ability to work independently or in a team environment and maintain collaborative relationships with all members of the team.
  • Must display a high level of energy and self-motivation.
  • Strong analytical, problem-solving and conceptual skills.
  • Broad business savvy, with a solid grasp of financial and operating goals. Must have a track record of achieving measurable success for meeting objectives, managing costs and achieving change.

WORKING CONDITIONS

  • Must be available to work a flexible changing schedule, including nights and weekends, based upon business needs.
  • Must be able to work at both locations of the CIA California Campus (Copia in Napa, CA and Greystone in St. Helena, CA). Must possess own transportation in order to travel between St. Helena, CA and Napa, CA to coordinate special events offerings at the two locations, and act as managerial back-up as required by business needs.
  • Regular work requires a great deal of sitting, standing, lifting, bending and stretching.
  • Must be able to stand for eight (8) hours.
  • Ability to work in extreme temperatures hot and cold for extended periods.
  • Ability to lift and carry up to twenty-five (25) pounds.

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About The Culinary Institute of America

The Culinary Institute of America is looking for diverse, talented, and passionate people whom embody our values of excellence, leadership, professionalism, ethics, and respect for diversity.  Here at the CIA, you will find a supportive workplace and tools to help you achieve professional and personal growth.  We offer a wide variety of career opportunities, all of which contribute to the CIA’s mission of providing the world’s best professional culinary education.  Our employees are essential to the fulfillment of this mission, lending their passion, professionalism, skills, and knowledge to help the CIA maintain its position as the world’s premiere culinary college.