Events Manager

The Napa Institute; DuPont (WA); On-site; USD 70,500 - 90,000; Full time

Job summary

The Napa Institute in DuPont, WA is seeking a dedicated Events Manager to oversee and coordinate major conferences and events. The ideal candidate will excel in project management, ensuring that each event aligns with the institute's mission and vision while adhering to budgetary constraints.

This position requires strong organizational and communication skills along with a commitment to the goals of the Napa Institute. A Bachelor's degree and 3–5 years of relevant experience in event planning are preferred. The role may involve evening and weekend hours as needed.

Qualifications

• 3–5 years’ experience in event management, preferably in faith-based or nonprofit organizations.
• Ability to handle sensitive information confidentially.
• Demonstrated ability to manage multiple events simultaneously.

Responsibilities

• Plan, coordinate, and execute major conferences and special events.
• Manage venue contracts and event budgets.
• Oversee event registrations and communications.

Skills

Organizational skills

Communication skills

Project management

Event management tools

Collaboration with clergy and executives

Education

Bachelor's degree

Tools

Microsoft Office Suite

Job description

Pacific Hospitality Group provides a unique value proposition to investors and team members through our owner/operator approach. We are a family focused company committed to long term holds that enable us to grow our business and our team members. Our vision is to enrich people’s lives by offering memorable experiences, giving back to our communities and honoring God in all that we do. We are focused on long-term value creation and sustainable growth.

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

Position Summary

Pacific Hospitality Group’s affiliate, the Napa Institute, seeks a mission‑driven, detail‑oriented Events Manager. The Events Manager is responsible for planning, coordinating, and executing 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.

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 is anticipated.

Key Responsibilities

Conference & Event Planning

• 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, décor, 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.