Job Overview
Employment Type
Full-time
Compensation
Salary
Range $70,500.00 - $90,000.00
Work Schedule
Flexible
Weekend Shifts
Job Description
The Napa Institute, based in Irvine, California, is a faith-centered organization with a history of over a decade in fostering deeper spiritual connections among Christians. Founded through the inspiration of the Holy Spirit, its mission is to bring individuals together to cultivate authentic relationships with Jesus Christ and with one another. The Napa Institute stands out in the Catholic community by providing not just conferences but unique opportunities for fellowship and friendship through open seating and social events. This approach encourages meaningful conversations, lasting impact, and a profound sense of community among participants.
The Napa Institute organizes a series of major conferences and special events annually, 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. Each event is carefully designed to align with the spiritual mission and vision of the Institute, providing attendees with enriching experiences that blend faith, learning, and fellowship.
The Events Manager role is a critical position within the Napa Institute’s team, tasked with the detailed planning, coordination, and execution of all conference and event activities. This position demands an individual who is both mission-driven and detail-oriented, capable of overseeing the many logistical aspects of event management to ensure that every event is seamless, impactful, and within the established budgets. The Events Manager will work closely with key stakeholders including the President, Tim Busch, staff members, accounting personnel, and external vendors to coordinate everything from contracts and schedules to vendor management and on-site event operations.
This role requires a polished professional who thrives in a dynamic, fast-paced, and high-profile environment, with a passion for bringing teams together to achieve shared objectives. Candidates should demonstrate strong organizational and project management skills, exceptional communication abilities, and the flexibility to manage multiple complex events simultaneously. The ideal candidate will have a deep commitment to the Catholic faith and the Napa Institute's mission, contributing to the advancement of the Institute’s work through excellence in event delivery.
Key responsibilities for the Events Manager include managing venue contracts, collaborating on event budgets, handling registrations and communications, developing event programming and schedules, managing vendors, and overseeing all on-site event operations. The role also involves post-event follow-up, including financial reconciliation and reporting to ensure continuous improvement.
The position is based in the Institute’s Irvine office but will require travel to event locations and meetings outside the area. Flexibility for evening or weekend work during major events is also necessary. This salaried role offers an annual compensation range of $70,500 to $90,000, reflecting the seniority and importance of the position. The Napa Institute is committed to equal employment opportunity and fosters an inclusive work environment free from discrimination and harassment.
The Napa Institute organizes a series of major conferences and special events annually, 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. Each event is carefully designed to align with the spiritual mission and vision of the Institute, providing attendees with enriching experiences that blend faith, learning, and fellowship.
The Events Manager role is a critical position within the Napa Institute’s team, tasked with the detailed planning, coordination, and execution of all conference and event activities. This position demands an individual who is both mission-driven and detail-oriented, capable of overseeing the many logistical aspects of event management to ensure that every event is seamless, impactful, and within the established budgets. The Events Manager will work closely with key stakeholders including the President, Tim Busch, staff members, accounting personnel, and external vendors to coordinate everything from contracts and schedules to vendor management and on-site event operations.
This role requires a polished professional who thrives in a dynamic, fast-paced, and high-profile environment, with a passion for bringing teams together to achieve shared objectives. Candidates should demonstrate strong organizational and project management skills, exceptional communication abilities, and the flexibility to manage multiple complex events simultaneously. The ideal candidate will have a deep commitment to the Catholic faith and the Napa Institute's mission, contributing to the advancement of the Institute’s work through excellence in event delivery.
Key responsibilities for the Events Manager include managing venue contracts, collaborating on event budgets, handling registrations and communications, developing event programming and schedules, managing vendors, and overseeing all on-site event operations. The role also involves post-event follow-up, including financial reconciliation and reporting to ensure continuous improvement.
The position is based in the Institute’s Irvine office but will require travel to event locations and meetings outside the area. Flexibility for evening or weekend work during major events is also necessary. This salaried role offers an annual compensation range of $70,500 to $90,000, reflecting the seniority and importance of the position. The Napa Institute is committed to equal employment opportunity and fosters an inclusive work environment free from discrimination and harassment.
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
- Bachelor's degree preferred
- minimum of 3-5 years experience in event management preferably in faith-based or nonprofit organizations
- strong organizational 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 confidential handling of sensitive information
- proficiency in Microsoft Office Suite and event management tools
Job Duties
- Negotiate and manage venue contracts
- review all contracts with the President and Tim Busch before execution
- coordinate with external partners such as St. Paul Center Team and St. Patrick's Cathedral
- collaborate with President and Accounting to prepare event budgets
- monitor expenditures to ensure events stay within budget
- oversee timely payment of invoices and vendor services
- create and manage event registrations through the Napa Institute website
- ensure accurate and timely communication of event details to attendees and stakeholders
- oversee invitation lists, save-the-dates, confirmations, and guest management
- 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
- serve as liaison with venue event managers, caterers, and vendors
- review and approve Banquet Event Orders for accuracy
- oversee transportation, accommodations, and timing for all participants
- 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
- 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
Job Criteria
Experience
Mid Level (3-7 years)
Job Location
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