Events and Hospitality Manager

Santa Ana, CA, USA|Travel, Onsite

Job Overview

Employment Type

Full-time

Compensation

Salary

Range $55,000.00 - $80,000.00

Work Schedule

Weekend Shifts

Night Shifts

Benefits

Health Insurance

Dental Insurance

Paid Time Off

Retirement Plan

Professional Development

flexible schedule

Employee Discounts

Job Description

Napa Institute is a distinguished Catholic apostolate that has been fostering faith and community for over a decade. Founded with a mission inspired by the Holy Spirit, the Institute aims to deepen individuals' relationships with Jesus Christ and their fellow Christians through meaningful dialogue and fellowship. Known for its unique approach to Catholic conferences, Napa Institute emphasizes open seating at meals and various interactive opportunities that encourage participants to build genuine friendships and engage in deeper spiritual conversations. Their events are designed not merely as gatherings but as transformative experiences promoting deeper faith, friendship, and impact. The Napa Institute primarily hosts these events on the East Coast, with a significant presence in Washington, DC, and New York City, attracting dedicated participants from these vibrant areas. The Institute values excellence, intentionality, and mission-driven hospitality, which are hallmarks of its event execution and overall experience.

The role of Events and Hospitality Manager at Napa Institute is a multifaceted position critical to the seamless execution of a wide range of events and pilgrimages. This full-time role offers a competitive salary ranging from $55,000 to $80,000 and is primarily based in the preferred locations of Washington, DC, or New York City. The manager oversees the entire event lifecycle, from invitation through to post-event reporting, ensuring all events reflect the Napa Institute's standards of excellence and mission alignment. Responsibilities span managing event invitations and RSVPs, coordinating venue logistics including contract negotiations and menu selections, overseeing on-site event execution, and handling detailed financial management such as budgeting and producing event profit and loss statements. Additionally, the manager supports pilgrimage operations by maintaining participant data, coordinating invitations, and facilitating final execution logistics. This position demands a candidate with strong organizational leadership and financial acumen, excellent communication skills, and the flexibility to travel and work evenings or weekends as required. The ideal candidate will also bring a deep commitment to the Catholic faith, aligning personally and professionally with the Institute's mission. This role is pivotal in creating impactful events that foster community, faith, and fellowship, directly contributing to the Napa Institute's long-standing vision and impact across the Catholic community on the East Coast.

Job Requirements

Must be practicing Catholic in good standing
3-5+ years of experience in event management hospitality nonprofit operations or related field
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

Job Qualifications

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

Job Duties

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 pricing food and beverage selections and space logistics
Oversee pre-event information gathering including biographies dietary needs guest preferences special accommodations
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