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

Retirement Plan

Professional development opportunities

flexible schedule

Travel opportunities

Job Description

Pacific Hospitality Group is a renowned company recognized for its owner/operator approach which delivers a unique value proposition to both investors and team members. As a family-focused organization, the company is deeply committed to long-term holds that foster business growth and development of its team members alike. The vision of Pacific Hospitality Group is centered on enriching people's lives by offering memorable experiences, giving back to communities, and honoring God in all its endeavors. With a focus on long-term value creation and sustainable growth, the group emphasizes principles such as integrity, compliance, principled entrepreneurship, customer focus, knowledge, change, humility, respect, and fulfillment. They have cultivated a workplace environment built on these guiding principles, ensuring both employees and stakeholders benefit from a culture that values ethical business practices and personal development.

The Napa Institute, under the umbrella of Pacific Hospitality Group, is currently seeking a mission-driven and detail-oriented Events Manager. This role is crucial as it involves planning, coordinating, and executing major conferences and special events that reflect the Napa Institute’s mission and vision. The Events Manager will oversee significant gatherings such as 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 position demands excellence in delivering events that not only stay within budget but also meet the highest standards expected by the institute.

Reporting to the President, Tim Busch, the Events Manager works closely with Napa staff, accounting personnel, and external vendors to manage contracts, schedules, logistics, and vendor relationships. Acting as the central coordinator, this individual will ensure seamless execution of all event details both internally and externally. The role requires a polished, proactive professional who thrives in a dynamic, high-profile environment and is passionate about uniting teams around shared objectives. Located in the Napa Institute’s Irvine, California office, this position involves travel to various event locations and requires flexibility for evening or weekend hours during major events or projects.

With a salary range of $70,500 to $90,000, the role offers a rewarding opportunity to contribute significantly to the Napa Institute's impactful mission. The role emphasizes a high level of organizational skills, communication proficiency, and the ability to juggle multiple responsibilities. The successful candidate will also have the chance to grow with a family-oriented company that values personal growth and long-term employment, placing emphasis on faith and community impact. This encourages not just professional excellence but also a fulfillment that aligns with the company’s broader values of giving back and spiritual commitment.

Job Requirements

bachelor's degree preferred
minimum of 3-5 years experience in event management preferably in faith-based or nonprofit organizations
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 and event management tools

Job Qualifications

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 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 Duties

negotiate and manage venue contracts
review all contracts with the President and Tim Busch 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 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
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