Events Manager

Irvine, 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

Retirement Plan

Professional development opportunities

flexible schedule

Travel reimbursement

Job Description

The Napa Institute, located in Irvine, California, is a faith-based organization dedicated to deepening the spiritual lives of its attendees through authentic relationships with Jesus Christ and the Christian community. Founded over a decade ago, the Napa Institute has grown into a prominent Catholic conference organizer known for its welcoming atmosphere, engaging events, and meaningful fellowship opportunities. Their philosophy of open seating at meals and interactive social sessions fosters a unique environment for deep conversations, impactful experiences, and lasting friendships. This approach distinguishes the Napa Institute from other Catholic conferences and drives its mission to inspire deeper faith and connections among attendees.

The Napa Institute is currently seeking a mission-driven, detail-oriented Events Manager to join their dynamic team. The Events Manager will play a pivotal role in planning, coordinating, and executing the organization’s signature conferences and special events. These include the highly regarded Summer Conference, the Faith and Business Conference featuring a Eucharistic Procession in New York City, the Msgr. Herron Dinner, West Coast Priest Conference, and the Shepherd’s Circle Summit. This full-time position offers a salary range of $70,500 to $90,000 and is based in the Irvine office, with travel required to event locations.

The successful candidate will be responsible for managing all aspects of event production while ensuring alignment with the Napa Institute’s mission and vision. This includes negotiating and managing venue contracts, collaborating closely with the President Tim Busch, accounting personnel, and external partners to maintain event budgets, and coordinating logistics for speakers, prelates, and liturgical participants. The Events Manager also oversees registration processes and attendee communications, guaranteeing smooth and efficient interactions from invitations to event day.

This role demands a polished professional who thrives in a fast-paced and high-profile environment, demonstrating excellent organizational skills and the ability to handle multiple complex events simultaneously. The ideal candidate must foster collaboration across teams and external stakeholders while maintaining a high degree of professionalism, confidentiality, and proactive problem-solving. Responsibilities extend to on-site event management, directing staff, volunteers, and liturgical assistants, troubleshooting challenges in real-time, and post-event follow-up including financial reconciliation and reporting.

Candidates with a commitment to Catholic faith, combined with 3-5 years of event management experience—particularly in faith-based or nonprofit settings—are highly encouraged to apply. The role requires proficiency in Microsoft Office Suite and event management software, alongside exceptional communication capabilities both oral and written. Flexibility for evening and weekend hours during major events is required to ensure the Napa Institute consistently delivers excellence and stays true to its impactful mission and standards.

Job Requirements

Bachelor’s degree preferred
3-5 years’ experience in event management
Experience in faith-based or nonprofit organizations preferred
Strong organizational skills
Excellent oral and written communication skills
Proficiency in Microsoft Office Suite
Ability to manage multiple events simultaneously
Willingness to travel
Flexibility for evening or weekend work
Ability to work collaboratively

Job Qualifications

Bachelor’s degree preferred
Minimum of 3-5 years’ experience in event management
Experience in faith-based or nonprofit organizations preferred
Strong organizational skills
Excellent oral and written communication skills
Proficiency in Microsoft Office Suite
Experience with event management tools
Ability to work collaboratively with clergy, executives, staff, and volunteers
High degree of professionalism
Ability to handle sensitive information confidentially

Job Duties

Negotiate and manage venue contracts
Review all contracts with the President before execution
Coordinate with external partners as required
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
Create and manage event registrations
Ensure accurate, 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
Confirm schedules with the President and speaker committees
Coordinate speakers, prelates, and liturgical participants
Serve as liaison with venue event managers, caterers, and vendors
Review and approve Banquet Event Orders
Oversee transportation, accommodations, and timing for participants
Oversee daily operations during events
Manage 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
Provide post-event reports and recommendations for improvement