Events Management Assistant Jobs in California (NOW HIRING)

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The salary range for this opportunity is $70,500 to $90,000.

Position Summary

The Napa Institute seeks a mission-driven, detail-oriented Events Manager. The Events Manager is responsible for planning, coordinating, and executing-with the Napa Institute team- the Napa Institute's major conferences and special events, including the Summer Conference, Faith and Business Conference with Eucharistic Procession in New York City, Msgr. Herron Dinner, West Coast Priest Conference, and Shepherd's Circle Summit. This role ensures that all events are delivered with excellence, remain within budget, and align with the mission and vision of the Napa Institute.

The Events Manager will work closely with the President, Tim Busch, Napa staff, accounting staff, and external partners to oversee contracts, schedules, vendor management, and logistics. This individual will serve as the central point of coordination for both internal teams and external collaborators, ensuring that all details are executed seamlessly.

This individual will play a vital role in advancing the mission by ensuring excellent events at the Napa Institute standard. The ideal candidate is a detail-oriented, polished, and proactive professional who thrives in a fast-paced, high-profile environment and is passionate about bringing a team together around a shared goal.

Work Environment

- This position is based in the Napa Institute's Irvine, California office.

- Travel to Napa Institute events or meetings outside the Irvine area will be required.

- Flexibility for evening or weekend hours during major events or special projects.

What You Will Accomplish

Key Responsibilities

Conference & Event Planning

• Venue & Contracts
  - Negotiate and manage venue contracts, ensuring favorable terms.
  - Review all contracts with the President and Tim Busch before execution.
  - Coordinate with external partners (e.g., St. Paul Center Team, St. Patrick's Cathedral, NYPD) as required.

Budgeting & Financial Oversight

• Collaborate with the President and Accounting to prepare event budgets.
• Monitor expenditures to ensure events stay within budget.
• Oversee timely payment of invoices and vendor services.

Registration & Communications

• Create and manage event registrations through the Napa Institute website.
• Ensure accurate, timely communication of event details to attendees and stakeholders.
• Oversee invitation lists, save-the-dates, confirmations, and guest management.

Scheduling & Program Development

• Develop and maintain detailed event schedules for internal teams and public programs.
• Confirm schedules with the President, Tim Busch, and speaker committees.
• Coordinate speakers, prelates, and liturgical participants, including invitations, travel, and logistics.

Logistics & Vendor Coordination

• Serve as liaison with venue event managers, caterers, and vendors (A/V, photography, decor, choir, etc.).
• Review and approve Banquet Event Orders for accuracy.
• Oversee transportation, accommodations, and timing for all participants.

On-Site Event Management

• Oversee daily operations during events, ensuring meals, presentations, liturgies, entertainment, and sponsored events run on time.
• Manage select staff, volunteers, interns, and liturgical assistants.
• Troubleshoot and resolve issues in real-time.

Post-Event Responsibilities

• Ensure all outstanding items are resolved after events.
• Complete final financial reconciliation, ensuring all vendors are paid.
• Provide post-event reports and recommendations for improvement.

What You Will Bring

• Deep commitment to the mission of the Napa Institute and the Catholic faith.
• Strong organizational, administrative, and project management skills.
• Excellent oral and written communication skills.
• Ability to plan, prioritize, and manage multiple events simultaneously.
• Demonstrated ability to work collaboratively with clergy, executives, staff, and volunteers.
• High degree of professionalism and ability to handle sensitive information confidentially.
• Proficiency in Microsoft Office Suite (Word, Excel) and event management tools.
• Minimum of 3-5 years' experience in event management, preferably in faith-based or nonprofit organizations.
• Bachelor's degree preferred

We provide equal employment opportunities to all employees and applicants for employment and prohibit discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity, or expression, or any other characteristic protected by federal, state, or local laws.

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.