Private Event Coordinator

Position: Private Event Coordinator, Non-Wedding

Department: Guest Experiences

FLSA Status: Non-exempt

Reports To: Guest Experience Manager

About Cienega Capital:

Cienega Capital is the administrative and investment hub of the #NoRegrets Initiative.

The #NoRegrets Initiative is an integrated relationship-centered approach to land and asset management that uses a variety of capital ecological, financial and social to grow the health of agricultural lands and the communities that steward them. This work is done through Cienega Capital, Globetrotter Foundation, Paicines Ranch Learning Center, Paicines Ranch Hospitality and Paicines Ranch.

Company Overview:

Company Overview: Paicines Ranch Hospitality is the official social host for the Paicines Ranch. The Paicines Ranch located near Hollister California is a 7500-acre property focused on holistically managed, certified organic rangeland, irrigated cropland, and regenerative vineyards. Paicines Ranch Hospitality welcomes all to the Ranch, including the many friends of #NoRegrets Initiative, people from the surrounding communities and curious travelers with an offering of comfortable lodging, delicious regeneratively farmed meals, and a variety of convening spaces to accommodate small and large events.

Overview:

As an Event Coordinator, you will be an integral part of our guest experience and sales team, focusing on converting event  leads into successful bookings while ensuring exceptional service delivery throughout the event planning process.

This role with work very closely with various internal members to ensure that 

Essential Duties:

• Work as part of the sales team to follow up on wedding leads and generate business, i.e. book corporate meetings, private events, etc.

• Use provided to CRM to input and track lead progress of potential and current business opportunities.

• Collaborate with clients to understand their event vision, goals, and requirements.

• Assist in event proposals and timelines in consultation with clients and stakeholders.

• Coordinate all aspects of event logistics, including but not limited to venue selection, audiovisual equipment, transportation, accommodations, and decor.

• Oversee event setup, execution, and breakdown, ensuring that all elements run smoothly and according to plan, while working with FOH staff to accomplish.

• Provide on-site coordination and supervision during events to address any issues or concerns that may arise.

• Maintain accurate records and documentation related to each event including but not limited to event leads and correspondence .

• Conduct post-event evaluations with Guest Experience and Sales Manager and gather feedback from clients and attendees to identify areas for improvement.

• Stay updated on industry trends, best practices, and emerging technologies to enhance event experiences and services.

What You Need:

• Proven experience in event planning and coordination, with a minimum of 2-3 years in a similar role.

• Strong organizational and multitasking skills, with the ability to prioritize tasks and meet deadlines in a fast-paced environment.

• Excellent communication and interpersonal skills, with the ability to build rapport with clients, vendors, and team members.

• Creative problem-solving abilities and a proactive approach to resolving issues.

• Proficiency in event management software, Microsoft Office Suite and Google Space.

• Flexibility to work evenings, weekends, and holidays as needed, depending on event schedules.

• Certification in event planning or hospitality management (e.g., CMP, CSEP) is a plus