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Director of Social Gatherings

Company: Auberge Resorts
Location: Los Olivos
Posted on: June 10, 2021

Job Description:

Our Company & Our Property

Auberge Resorts Collection is a portfolio of extraordinary hotels, resorts, residences, and private clubs. While each property is unique, all share a crafted approach to luxury and bring the soul of the locale to life through captivating design, exceptional cuisine, and spas, and gracious yet unobtrusive service. With 19 hotels and resorts across three continents, Auberge invites guests to create unforgettable stories in some of the world's most desirable destinations. Please visit aubergeresorts.com to learn more about our Collection. Follow us on Facebook, Twitter, and Instagram: @AubergeResorts and #AlwaysAuberge.

A Central Coast legend rebornfrom its earliest incarnation, in 1886 as a popular stagecoach stop during California's Gold Rush, to its years as a surreptitious hangout through Prohibition, The Inn at Mattei's Tavern has long held a fabled place in Central Coast lore. Revered and raucously enjoyed for generations, the beloved landmark opens a new chapter in 2021 as the definitive luxury destination in the Santa Ynez Valley.

Role Summary

Oversees the Creative Events Team and is responsible for all direct wedding, social and elopement sales. Runs the day to day for the office, conducts world class site tours and ensures that the Creative Services Team are executing on the corporate and social groups that are in house. In addition this Leader will support the curation of programming throughout the resort in partnership with the Executive Committee and the Experience Curator. Execution of events are done in partnership with key vendors; events are all design lead and uniquely curated. Attention to detail, a creative eye for design and the ability to translate these attributes to the team through teaching and professional development will ensure the success of this leadership position.

Role Specifications

  • Previous experience in Wedding Sales as a top performer
  • Previous experience with servicing for corporate groups and social groups
  • Must be positive, result orientated and can work under pressure
  • Experience in designing events and working with vendors
  • Great communication skills and ability to work with a diverse group of team members including sales staff and food and beverage staff
  • Comprehensive knowledge of personal computers and various property specific applications, such as Daylight, SMS, Word, Excel, Outlook and Internet
  • Experience with managing a small team of 3 or less
  • Knowledgeable of all resort department functions
  • Knowledgeable with legal and contractual agreements
  • Ability to do comp set shops and create and price banquet menus appropriately
  • Knowledgeable of revenue forecasting and variance preparation
  • Well-organized, detail oriented with excellent follow-up

Social Sales

  • Coordination of arrival amenities for all wedding & event VIP's
  • Develop sales collateral and design lead offerings for social events
  • Plan and execute world class site inspections
  • Upsell events and packages to perspective weddings
  • Offer pricing options that maximize wedding site fees by day
  • Close social events with signed contracts ensuring the achievement of resort revenue goals
  • Foster relationships and collaborate with key local, regional and nations wedding planners

Leadership Functions

  • Answer catering/wedding telephone lines and direct calls as needed.
  • Maintain a relationship with social and business contacts through the sales process and planning of events and weddings.
  • Promote positive relations with guests and employees.
  • Maintain a peer relationship with Group Sales, Reservations, and Corporate Event Manager to ensure the department runs smoothly.
  • Responsible for selling & managing all facets of Weddings and some Social Events.
  • Act as a liaison between the sales and operations department of the hotel to ensure a successful wedding/event for the clients and all of the client's needs are met and communicated accurately and efficiently to all departments of the hotel.
  • Assist in contracting and reserving room reservations for social events.
  • Assist in contacting clients and timely collection of all deposits for wedding and catering events. Keep track of deposits received and past due for timely collection of deposits upon the direction of the Director of Sales & Marketing.
  • Provide info for update and distribution of weekly Catering pace report; Identify problem areas.
  • At 30 days from arrival for all wedding groups and events with rooms, reach out to clients to collect and input all rooming lists. Responsible for following through to collect all names in a timely manner.
  • At 30 days from arrival for all wedding groups and events with multiple rooms, reach out to clients to collect and input all billing checklist items and prepare an accounting billing spreadsheet for wedding groups in a timely manner.
  • Ensure the team creates and input resume data for each social event & corporate group.
  • Responsible to pull Resume at 30 days and get direction on client needs, data collection, including expected vendors, wedding/group itineraries to distribute to staff.
  • Attend the arrival meeting for the day before and day of wedding/events.
  • Prepare reports for weekly meetings including BEOs and resumes.
  • Call clients for their function guarantee numbers and adhere to departmental policies.
  • Coordination of contacting florists, equipment rental and other authorized vendors to execute arrangements for functions.
  • Maintain confidentiality and security of specified resort information, correspondence, reports and files.
  • Review status of incomplete work and follow up actions with managers before the end of work day.
  • Execute special projects with minimal supervision.
  • Provide accounting administrative support for weddings and events by maintaining spreadsheets, entering spa and F&B minimums or any other necessary support to create a smooth accounting process for all wedding groups.
  • Coordinate printing of menus, place cards or any other collateral needed for wedding/event production.
  • Check show room availability daily, prior to site inspections check rooms for cleanliness and show approval.
  • Assist with Media and photographers for photo shoots
  • Assist in the creation of HTML documents for internal events
  • Participate in and support hotel and company efforts towards sustainability and environmental initiatives.
  • Assist Banquet Manager with running functions on property.
  • Order linen and special order items for events.
  • Sell elopements and be the onsite coordinator for the vendors and couple.
  • Attend and assist with preparing Bridal show / marketing materials.
  • Update menus, pricing etc / audit as needed.
  • Meet quarterly with the chef to make changes to menus and update pricing if needed with the Directors approval.
  • Format and re-file updated Catering Menus.
  • Generate thank you notes and service evaluations for all wedding/event clients.
  • Coordinates all audiovisual requirements of the client and ensures that proper equipment is ordered.
  • Greet all clients as they arrive at the hotel to ensure that they have all required items.
  • Participate in weekly sales meetings and operations meetings to communicate the upcoming group's needs.

What Else?

At Auberge, we are passionate about our mission to be the best-loved operator of one-of-a-kind luxury properties and experiences. We are storytellers and story-makers, delivering simple pleasures and creating unforgettable memories. Born in Napa and inspired by the most relaxing places in the world, we prize simplicity, comfort, and beauty. Whatever role we play in Auberge, and wherever we work, we all live by the view that our core purpose is to enrich people's lives.

The successful candidate will have the ability to inspire and motivate the team to deliver best in class service, along with the organization and leadership to train and execute at a consistently exceptional level.

If you feel that our approach is aligned with your own passions and beliefs, then please talk to us about becoming part of our family.

The Inn at Mattei's Tavern is an Equal Opportunity Employer, M/F/D/V. The Inn at Mattei's Tavern provides equal employment opportunities (EEO) to all team members and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. In addition to federal law requirements, the Inn at Mattei's Tavern complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

This is a management position

This is a full time position

Keywords: Auberge Resorts, Santa Maria , Director of Social Gatherings, Other , Los Olivos, California

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