Events Coordinator (Based in Washington DC/East Coast)

Pacific Hospitality Group•Irvine, CA

2d•Onsite

About The Position

The Napa Institute Events Coordinator is responsible for assisting the (Lead) Events Manager in the execution of Napa Institute events, with a primary focus on events on the eastern half of the United States. The position is located in the Napa Institute's Washington, DC office. At the direction of the Events Manager, the Events Coordinator assist with the 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, Napa Nights, and one-off special events and dinners, as needed. This role helps ensure that all events are delivered with excellence, remain within budget, and align with the mission and vision of the Napa Institute. 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. The position requires strong organizational leadership, financial acumen, high-touch communication skills, and the ability to operate seamlessly across departments. Travel along the East Coast and occasionally to California will be required.

Requirements

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.

Nice To Haves

1-2 years’ experience in event management, preferably in faith-based or nonprofit organizations strongly preferred.
Bachelor’s degree preferred

Responsibilities

Assist in managing aspects of venue contracts in accord with leadership aims.
Coordinate with external partners as required.
Monitor expenditures to ensure events stay within budget as directed by Events Manager.
Help manage event registrations and check-in’s before and during events.
Ensure accurate, timely communication of event details to attendees and stakeholders.
Assist with invitation lists, save-the-dates, confirmations, and guest management.
Help to develop and manage schedules and programs for events.
Assist in coordination with speakers, prelates, and liturgical participants, including invitations, travel, and logistics.
Serve as liaison with venue event managers, caterers, and vendors (A/V, photography, décor, choir, etc.).
Help review Banquet Event Orders to ensure accuracy.
Assist with logistics and vendor management as directed by Events Manager.
Help oversee operations during events, ensuring meals, presentations, liturgies, entertainment, and sponsored events run on time.
Manage select volunteers, interns, and liturgical assistants.
Troubleshoot and resolve issues in real-time.
Ensure all outstanding items are resolved after events according to Events Manager checklists and direction.
Assist in finalizing details with venues and vendors, as needed.
Provide post-event reports and recommendations for improvement.