Events and Hospitality Manager

Human Resources•Irvine, CA

19h•Hybrid

About The Position

The Napa Institute Events & Hospitality Manager is responsible for the end-to-end operational execution of Napa Institute events, primarily on the East Coast (Washington, DC and New York City), and for managing attendee engagement logistics across all Institute events. This role also provides operational support for pilgrimages. The Coordinator ensures seamless execution from invitation to post-event reporting, delivering events that are financially disciplined, strategically aligned, and reflective of Napa Institute’s standard of excellence. The Napa Institute Events & Hospitality Coordinator plays a pivotal role in advancing the Institute’s mission through exceptional event execution and hospitality management. This position is responsible for high-level execution of Napa Institute events, with a primary focus on East Coast gatherings in Washington, DC and New York City. This individual serves as the operational backbone of the Institute’s event lifecycle — managing invitations, RSVPs, attendance tracking, pre-event data collection, venue coordination, menu selection, pricing negotiations, on-site execution (where required), and post-event financial reporting for East Coast events and signature programs (like Salon Dinners, Napa Nights, Ecumenical Forum, etc.). The Coordinator ensures that each event reflects the excellence, intentionality, and mission-driven hospitality that defines the Napa Institute experience. Beyond these events, this role supports the Director of Experiences and Hospitality in pilgrimage operations, including participant data tracking, invite coordination, and final execution logistics. The position requires strong organizational leadership, financial acumen, high-touch communication skills, and the ability to operate seamlessly across departments.

Requirements

Must be practicing Catholic in good standing.
3–5+ years of experience in event management, hospitality, nonprofit operations, or related field.
Demonstrated experience managing high-level events and complex logistics.
Strong financial acumen with experience managing budgets and P&Ls.
Exceptional organizational and project management skills.
Excellent written and verbal communication skills.
Ability to travel for East Coast events as needed
Flexibility for regular night and occasional weekend work a must.
High level of discretion and professionalism.
Strong interpersonal and communication skills and collaborative mindset.
Operational excellence and attention to detail.
Financial discipline and analytical mindset.
High-touch hospitality orientation.
Ability to manage multiple complex projects simultaneously.
Mission alignment with Napa Institute.

Nice To Haves

Experience working with and/or for Catholic apostolates a plus

Responsibilities

Manage all NI event invitations, including guest list development, invite distribution, RSVP management, and attendance tracking.
Lead high-level execution of Napa Institute events, primarily in DC and NYC.
Identify, coordinate, and manage event venues, including contract negotiation (where needed), pricing, food and beverage selections, and space logistics.
Oversee pre-event information gathering (biographies, dietary needs, guest preferences, special accommodations, etc.).
Coordinate event logistics including seating plans, registration systems, materials, run-of-show documentation, and vendor management.
Provide on-site event execution and support (where needed), ensuring hospitality excellence and mission alignment.
Coordinate closely with program, development, and communications teams to ensure alignment of messaging and objectives.
Develop and manage event budgets.
Track event expenses and revenues.
Produce detailed Event P&Ls.
Monitor financial performance against projections.
Provide post-event reporting and analysis to leadership.
Assist the Director of Experiences and Hospitality with pilgrimage participant data tracking.
Support invitation coordination and RSVP management for pilgrimages.
Assist with final execution logistics including participant communications, documentation, and hospitality details.
Help ensure accurate data reporting and operational readiness for all pilgrimage experiences.
Work closely with Events, Program, and Development team members to ensure alignment and coordination.
Support shared calendar management and event sequencing.
Contribute to systems improvement for attendee data management and reporting.
Maintain organized documentation of contracts, financial records, attendance data, and vendor relationships.