Job Description

Job Summary

To coordinate and execute world-class wine events for the Nashville Wine Auction

Job Responsibilities

• Represent Nashville Wine Auction and provide exceptional customer service ensuring a positive experience for all Volunteers, Patrons, Board of Directors, Beneficiaries, Vendors, Chefs, Hosts, and Donors.
• Contribute, research, plan, and execute creative ideas for all Nashville Wine Auction events (including 2 auctions and 30+ wine dinners and tastings annually)
• Negotiate event vendor contracts securing the best services and pricing
• Create, communicate, and coordinate event policies, procedures, and systems for efficient event execution
• Work with the Nashville Wine Auction team to ensure seamless teamwork for event execution (including load-in/strike, volunteer participation, food and beverage, production, and stage management)
• Work with Event Chairs and Volunteer Coordinator to recruit volunteers for event preparation and event day
• Provide thorough direction to volunteers for successful and timely setup, execution, and strike at all events
• Coordinate and serve as on-site contact for suppliers and vendors for all events
• Contribute to all event timelines and oversee fulfillment of tasks in a timely manner
• Contribute to schedules, scripts, and show flows for all Nashville Wine Auction events
• Serve as Staff Liaison to Dinners & Tastings committee managing the creation and solicitation of events to be auctioned
• Ensure year-round execution of all auctioned events (such as dinners, tastings, and parties) by serving as primary contact for winners providing a high level of customer service and satisfaction
• Manage post-event tasks related to auctioned events (winning bidder packet creation/distribution, thank you notes, attendee record management, and historical documentation updates)
• Provide oversight and support for Pairings Private Vintner Dinners
• Manage all drinking wine received for events with care and accuracy to ensure efficient event execution from start to finish (includes inventory tracking and storage with NWA Cellar Manager, safe transport, and proper handling on-site for exceptional experiences by both guest and vintner/donor)
• Provide information regarding wine service and timeline details to the Nashville Wine Auction team as needed
• Contribute accurate Dinner and Tastings details to the Auction Reserves Report
• Contribute to the creation of all event budgets and monitor related expenses
• Maintain a detailed annual event calendar, including other non-profit and local community events
• Manage inventory of wine glasses and glass lending program
• Maintain all necessary event files
• Delegate tasks to Interns where applicable
• Run errands to the post office, office suppliers, and food suppliers for events as needed
• Other duties and responsibilities as assigned

Qualifications

Required Knowledge Skills and Abilities: 

• Microsoft Office Suite: Outlook, Word, Excel, Publisher, PowerPoint
• Database management
• Knowledge of wine, wine service, and wine pairing
• Strong interpersonal and leadership skills
• Strong communication and vendor management skills
• Exceptional project management, multi-tasking abilities, and strong organizational skills
• Pleasant, flexible, and professional attitude with strong teamwork skills
• Aptitude for writing business letters, emails, and event-related items
• Able to work nights or weekends as needed for events (4-6/year), plus dinners and tastings as needed
• Endurance to work extended hours with sustained energy and upbeat demeanor as needed for occasional events (4-6/year)
• Experience working with high net-worth individuals, vintners, and event industry professionals
• Knowledge of Nashville’s hospitality and culinary scene

Physical requirements:

• Must be able to maneuver up to 100 lbs. And lift 50 lbs. up and/or down a flight of stairs (a case of wine, a crate of wine glasses, or a box of paper)

Education/Experience:   

• Bachelor’s degree in Event Management, Hospitality, or a related field
• Minimum of 5 years of experience in event planning, fundraising events, or hospitality management

Additional Information

Benefits

• 10 PTO days 
• 10 Paid Holidays
• Health Insurance
• Medical Insurance through United Healthcare
• Dental and Vision through Blue Cross Blue Shield

How to Apply

Email resume to [email protected]

Details

• Date Posted: October 26, 2024
• Type: Full-Time
• Job Function: Other
• Service Area: Other
• Start Date: 11/11/2024
• Salary Range: $70,000-$75,000
• Working Hours: 40 hrs/wk; M-F, 9am-5:30pm; Occasional Weekend Events

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