The Events and Marketing Coordinator is responsible for the planning, execution, and promotion of a variety of lodging events. The Events and Marketing Coordinator will ensure all event planning tasks are completed prior, during, and after each event. In addition, this position will support marketing and sales initiatives, including but not limited to, materials design, social media management, mailing list management, and sales reporting.

Essential Duties & Responsibilities:

Prepare budget proposals according to company time standards including estimated expenses for catering, entertainment, décor, supplies etc.
Coordinate set up, design and logistics for events in conjunction with Director of Operations.
Provide input and feedback for event staffing in conjunction with Director of Operations.
Design, update, and print event promotional materials to help raise event attendance.
Orchestrate set-up and break-down of events including movement of tables, chairs, and other equipment as necessary.
Facilitate and manage all contact with outside vendors including issuing payment.
Act as a lead during events/activities, including onsite supervision at all events.
Receive and supervise installation and breakdown of rental equipment.
Ensure all deadlines are met for head counts, cut-off dates and deposits.
Facilitate and manage all contact for event guest registration.
Order event/programing supplies.
Coordinate décor and staging of all set up for all events, activities and programing at Lodging properties.
Facilitate event/activates recap to document and plan improvements for subsequent events/activities.
Coordinate all aspects of event planning, including venue setup, catering arrangements, guest services, and entertainment.
Develop and implement innovative marketing strategies to promote lodging events through social media, email campaigns, and community outreach.
Manage event budgets efficiently, ensuring cost-effective solutions while maintaining high-quality standards.
Negotiate contracts with vendors, suppliers, and partners to secure the best terms for events.
Utilize event management software to track planning milestones, attendee registration, and post-event evaluations.
Collaborate with sales and hospitality teams to ensure seamless event execution and exceptional guest experiences.
Oversee client communication from initial inquiry through post-event follow-up to foster strong relationships and encourage repeat business.
Assist in design of marketing materials.
Assist in distribution of marketing materials to wineries.
Website updates as necessary.
Maintain and update Public Relations contact list.
Assist with visuals and content for websites
Grow Artisan Lodges social following through regular engagement, hashtags, social giveaways, etc.
Create, curate and manage all published content through select social platforms (Instagram, Facebook).
Create and maintain Facebook and Eventbrite events.
Perform other duties as assigned.

Minimum Requirements:

Minimum age of 21
Strong interpersonal, verbal and written communication skills – maintain excellent working relationships with vendors, shippers and co-workers.
Ability to work events, weekends and occasional long shifts as required.
High level of adaptability, problem-solving, go-with-the-flow, and can-do attitude is essential.
Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm and a sense of urgency and remaining calm under pressure.
Customer service focus – friendly, helpful demeanor.
Ability to handle customer service complaints and find effective resolutions.
Ability to lift, stack and move 50 lb. cases on a regular basis.
Acute attention to detail with a high degree of accuracy.
Ability to work independently, problem solve, and troubleshoot.
Self-motivated with a high level of accountability and productivity.
Valid driver’s license, clean DMV record and a reliable, insured vehicle.

Education & Experience:

High School Diploma or GED required. Bachelor's degree preferred.
Minimum of 1 year of successful experience in the same or similar position within the hospitality industry.

Language Skills:

Fluent in the English language (speak, read, write, type) required. Multi-lingual preferred.
Able to communicate in a professional and effective manner at all times in both oral and written formats.
Ability to effectively respond to inquiries from internal or external customers.

Computer Skills:

Intermediate to advanced level of proficiency with Microsoft Office Suite (Excel, Word, Outlook, PowerPoint), Adobe Creative Suite, and social media platforms such as Facebook, Instagram, etc.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. This position requires the ability to travel to other Company locations and special events. The noise level in the work environment is generally low to moderate. Noise levels generally rise during special events. Most duties will be performed indoors, including office and event. Some duties include being outdoors during onsite and offsite events.

Physical Demands:

The physical demands described here are representative of those that must be met by an individual to successfully perform the essential functions of this job. A reasonable accommodation, if available, may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to speak, listen, hear, see, smell, taste, read, write, and type. Must also be able to use arms, hands, fingers to reach, grasp, lift, push, pull, carry, open/close, as well as perform other job-related tasks. The employee is required to sit, stand, move, and walk for prolonged periods of time. Must be able to operate standard office equipment and lift/carry/move 50 lbs. on a regular basis. Must be able to climb stairs and ladders. May need to kneel or crouch occasionally. Must be able to drive to other company locations, run errands, and attend special events.

Wilson Artisan Wineries and its affiliate Companies are an Equal Opportunity Employer. We do not discriminate on the basis of race, color, national origin, ancestry, creed, religion, physical or mental disability, medical condition, genetic information, marital status, familial status, sex, gender, gender identity, gender expression, pregnancy, childbirth or related medical conditions, sexual orientation, transgender status, age, military or veteran status, or any other basis protected by applicable law.

Pay: $28.00 - $36.00 per hour

Expected hours: 30.0 – 40.0 per week

Benefits:

401(k)
Dental insurance
Employee assistance program
Employee discount
Flexible spending account
Health insurance
Health savings account
Life insurance
Paid time off
Retirement plan
Vision insurance

Ability to Commute:

Healdsburg, CA 95448 (Required)

Work Location: In person

Events & Marketing Coordinator

Job description