Events Coordinator (East Coast)

The Napa Institute; United States; Hybrid; USD 33,062 - 41,328; Part time

Job summary

The Napa Institute is seeking an Events Coordinator based in Washington, DC to assist in planning and executing major conferences across the eastern United States. The ideal candidate will bring strong organizational and project management skills while managing event logistics and communications.

This opportunity offers a flexible hourly pay ranging from $24.00 to $30.00 and requires travel along the East Coast and occasionally to California. A commitment to the mission of the Napa Institute and strong communication skills are essential.

Qualifications

• 1-2 years’ experience in event management, preferably in faith-based or nonprofit organizations.
• Strong organizational and administrative skills.
• Excellent oral and written communication skills.

Responsibilities

• Assist in managing aspects of venue contracts.
• Monitor expenditures to ensure events stay within budget.
• Help manage event registrations and ensure communication of event details.
• Develop and manage schedules and programs for events.
• Serve as liaison with vendors and ensure accuracy of orders.
• Oversee operations during events and troubleshoot issues.
• Provide post-event reports and recommendations.

Skills

Organizational skills

Project management

Communication skills

Collaboration

Sensitivity handling

Education

Bachelor’s degree preferred

Tools

Microsoft Office Suite

Event management tools

Job description

Napa Institute Events Coordinator

The Napa Institute Events Coordinator reports to the Lead Events Manager and assists in planning and executing major conferences and special events across the eastern United States. The role is based in our Washington, DC office.

The hourly range for this opportunity is $24.00 to $30.00 an hour.

Travel along the East Coast and occasionally to California will be required.

What You Will Accomplish

Conference & Event Planning / Venue & Contracts

• Assist in managing aspects of venue contracts in accord with leadership aims.
• Coordinate with external partners as required.

Budgeting & Financial Oversight

• Monitor expenditures to ensure events stay within budget as directed by the Events Manager.

Registration & Communications

• Help manage event registrations and check‑ins 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.

Scheduling & Program Development

• Help develop and manage schedules and programs for events.
• Assist in coordination with 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, décor, choir, etc.).
• Help to review Banquet Event Orders to ensure accuracy.
• Assist with logistics and vendor management as directed by the Events Manager.

On‑Site Event Management

• 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.

Post‑Event Responsibilities

• Ensure all outstanding items are resolved after events according to the Events Manager checklists and direction.
• Assist in finalizing details with venues and vendors, as needed.
• 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.
• 1‑2 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.