Events Manager

Vacaville, CA, USA|Travel, Onsite

Job Overview

Employment Type

Full-time

Compensation

Salary

Range $70,500.00 - $90,000.00

Work Schedule

Flexible

Weekend Shifts

Benefits

Health Insurance

Dental Insurance

Paid Time Off

flexible schedule

Retirement Plan

Professional development opportunities

Travel reimbursement

Job Description

The Napa Institute, based in Irvine, California, is a distinguished organization dedicated to deepening faith and fostering authentic Christian relationships. Established over a decade ago, the institute has become a beacon for individuals seeking to grow spiritually through meaningful conversations, impactful experiences, and lasting friendships. Renowned for hosting uniquely engaging Catholic conferences, the Napa Institute’s events provide an unparalleled environment for fellowship and community building. The core mission of the Napa Institute focuses on inspiring deeper faith, deeper conversations, deeper impact, and deeper friendship, all of which resonate through every event and program they offer.\n\nThe role of Events Manager at the Napa Institute is integral to continuing this mission. This position is ideal for a passionate, detail-oriented professional who thrives in a dynamic and high-profile setting. Tasked with planning, coordinating, and executing the institute’s flagship conferences and special events, the Events Manager will oversee notable gatherings 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. The role requires working closely with the President, Tim Busch, internal staff, accounting personnel, and external partners to ensure flawless event delivery that remains within budget and aligned with the spiritual and community values of the Napa Institute.\n\nPart of this position’s responsibilities includes negotiating and managing venue contracts, coordinating with esteemed external partners such as the St. Paul Center Team, St. Patrick’s Cathedral, and the NYPD. The Events Manager must skillfully prepare and monitor budgets in collaboration with accounting and the President while managing registrations and communications through the Napa Institute website. This role demands excellent scheduling and program development skills to coordinate speakers, prelates, and liturgical participants from invitations to travel logistics. Additionally, the manager will handle comprehensive logistics and vendor coordination for all event needs, including audiovisual support, catering, décor, and transportation.\n\nOn-site management during events is a critical aspect of the role; the Events Manager will oversee all daily operations, direct staff and volunteers, ensure timelines are strictly followed, and adeptly troubleshoot any issues that arise. Post-event duties encompass final financial reconciliation, ensuring all vendors are paid promptly, and generating post-event reports with recommendations for continuous improvement. This position requires some travel to Napa Institute events or meetings beyond the Irvine office and flexibility to work evening or weekend hours during major events or special projects. With a salary range of $70,500 to $90,000, this role offers an opportunity to join a mission-driven team in a supportive work environment striving to make a profound spiritual impact through exceptional event experiences.

Job 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
Minimum of 3–5 years experience in event management preferably in faith-based or nonprofit organizations
Bachelor’s degree preferred

Job Qualifications

Minimum of 3–5 years experience in event management preferably in faith-based or nonprofit organizations
Bachelor’s degree preferred
Strong organizational and project management skills
Excellent oral and written communication skills
Demonstrated ability to collaborate effectively with clergy, executives, and volunteers
High degree of professionalism and discretion with sensitive information
Proficiency in Microsoft Office Suite (Word, Excel) and event management tools

Job Duties

Plan and coordinate major conferences and special events for the Napa Institute
Negotiate and manage venue contracts and collaborate with external partners
Prepare and monitor event budgets ensuring financial oversight
Manage event registrations and communications including invitations and guest coordination
Develop detailed event schedules and coordinate speakers, liturgical participants, and program logistics
Serve as liaison with vendors and oversee all event logistics including transportation and accommodations
Oversee on-site event operations, manage staff and volunteers, and resolve issues in real-time
Conduct post-event financial reconciliation and prepare reports with recommendations