Special Events Manager-Los Altos Golf & Country Club

LOS ALTOS GOLF AND COUNTRY CLUB•Los Altos, CA

11d•$75,000 - $90,000•Onsite

About The Position

Los Altos Golf and Country Club is a private, Member-owned club that provides a quality, family-oriented environment for the recreation, relaxation, and social interaction of our members, their families and guests. The Special Events Manager is responsible for all day-to-day catering services as well as coordinating and assisting in the successful planning and execution of Club and private events. This role is the main operational contact for events from inquiry through completion, working closely with multiple departments to ensure smooth event flow, excellent member service, and accurate administrative support.

Requirements

Strong organizational skills, time management and attention to detail
Proven leadership abilities
Excellent verbal, written, and interpersonal communication skills
Ability to work a flexible schedule including nights, weekends, and holidays
Proficiency with event software (AllSeated, Reserve, Foretees, Beanworks) and Microsoft Office Suite
Ability to multitask and work under pressure while maintaining professionalism
Show both initiative and independence in carrying out job responsibilities, while acting as a cooperative team member
Reliable Critical Thinking Skills
Ability to stand for extended periods and perform physical tasks such as lifting and moving furniture
2–4 years’ experience in full-cycle event planning and execution, preferably in a private club or hospitality setting
BS in Event Management (or equivalent experience) or related field

Nice To Haves

Bilingual a plus.

Responsibilities

Supervises Banquet and Catering Support Staff during events
Coordinate logistics for Club and private events, including setup, service, and breakdown.
Create and manage Banquet Event Orders (BEOs) and function sheets; attend BEO meetings and conduct walkthroughs to ensure proper setup.
Assist members and clients to plan banquets, weddings, meetings, and other events, gathering all necessary details.
Design room layouts and event diagrams; oversee décor, menus, entertainment, signage, and special requests.
Support catering budgets, review reports, and assist staff during events to maintain service standards.
Manage event reservations, confirmations, and calendar scheduling.
Inspect final arrangements and oversee guest service as needed.
Promote, advertise and market the Club’s social event facilities and capabilities to all Members and non-members as necessary.
Maintain accurate event files, records, and documentation.
Respond promptly (within 72 hours) to event inquiries via phone and email
Provide tours of Club facilities to Members and private clients
Serve as primary point of contact for Members and guests on event days
Address Member or guest feedback and communicate issues to management teams as necessary
Assist in private event sales support including tastings, upselling, and contract preparation
Represents Member’s needs and interests on applicable Club committees.
Prepare and send accurate invoices; ensure contracts and payments are collected
Assist with billing and financial reporting for events
Develop and maintain standard operating procedures (SOPs) for event operations
Assist in developing and distributing reports and updates on upcoming events
Work the Director of Events, Executive Chef, Clubhouse Manager, and other departments to ensure seamless event operations and act as liaison between the departments.
Partner with the Executive Chef on pricing, menus, and catered event details; ensure banquet offerings reflect member interests.
Meets with other department managers to plan food and beverage aspects of employee events.