Catering & Conference Services Coordinator

Meadowood Napa Valley•Saint Helena, CA

2d•$27 - $30•Onsite

About The Position

The Catering & Conference Services Coordinator reports directly to the Senior Catering & Conference Services Manager and plays an integral role within Meadowood’s Catering & Conference Services team. This position provides both administrative and operational support while also independently coordinating smaller events and experiences across the property. This is a dynamic, hands-on role that works closely with Catering & Conference Services Managers, Chefs, Banquet Managers, Food & Beverage Managers, the Forum team, Membership, and other departments throughout the property. Responsibilities will shift based on business levels, event volume, and departmental needs, requiring someone who is organized, adaptable, collaborative, and comfortable managing multiple priorities. In addition to supporting larger and more complex programs, the Coordinator will manage smaller events and experiences from planning through execution, providing an opportunity to develop meaningful experience across catering, conference services, restaurants, membership programming, and luxury hospitality operations.

Requirements

Strong organizational and time-management skills
High attention to detail and accuracy
Strong written and verbal communication skills
Ability to manage multiple priorities in a fast-paced, event-driven environment
Comfort working collaboratively with multiple departments and levels of leadership
Ability to take ownership of assigned responsibilities while knowing when to seek additional guidance
Professional and comfortable communicating with clients, members, and internal teams
Proficiency with Microsoft Office and comfort learning event management and hospitality systems

Nice To Haves

Previous experience in hospitality, catering, restaurants, banquets, conference services, or event operations preferred
A genuine interest in developing within catering, conference services, events, and luxury hospitality

Responsibilities

Provide day-to-day administrative and operational support to the Catering & Conference Services team, including event documentation, BEO preparation and updates, menus, timelines, itineraries, event materials, and internal communication.
Assist managers with larger events and multi-day programs, helping ensure details, deadlines, and operational needs are accurately documented and communicated.
Independently coordinate an assigned portfolio of smaller events across the property. This may include restaurant large groups, social and corporate gatherings, catering pick-up and delivery services, internal events, and other smaller programs.
Support the planning process from initial coordination through execution, including menus, timelines, itineraries, guest details, setup requirements, billing information, and other event logistics.
Work closely with the Director of Membership and operational teams to assist with the planning and coordination of membership events and property programming.
Support the development of event itineraries, schedules, dining experiences, activities, and other components that contribute to a cohesive guest or member experience.
Work collaboratively with Culinary, Banquets, Forum, Food & Beverage, Membership, Front Office, and other departments throughout the property to ensure event information is communicated clearly and accurately.
Participate in event and operational meetings as needed and help identify outstanding details, timing considerations, or potential challenges in advance of an event.
Maintain accurate event information within departmental systems and assist with BEOs, menus, templates, reports, event files, and other planning materials.
Support departmental organization, event tracking, offsite catering initiatives, and additional projects as business needs evolve.