Events Coordinator

Job Description

Events Coordinator
Napa Institute - East Coast DC Office
Pay Rate: $24-30/hr

Job Description

The Napa Institute Events Coordinator is responsible for assisting the (Lead) Events Manager in the execution of Napa Institute events, with a primary focus on events on the eastern half of the United States.

At the direction of the Events Manager, the Events Coordinator assist with the planning, coordinating, and executing-with the Napa Institute team- the Napa Institute's major conferences and special events, including the Summer Conference, Faith and Business Conference with Eucharistic Procession in New York City, Napa Nights, and one-off special events and dinners, as needed. This role helps ensure that all events are delivered with excellence, remain within budget, and align with the mission and vision of the Napa Institute.

This individual will play a vital role in advancing the mission by ensuring excellent events at the Napa Institute standard. The ideal candidate is a detail-oriented, polished, and proactive professional who thrives in a fast-paced, high-profile environment and is passionate about bringing a team together around a shared goal.

The position requires strong organizational leadership, financial acumen, high-touch communication skills, and the ability to operate seamlessly across departments. Travel along the East Coast and occasionally to California will be required.

WHAT YOU WILL ACCOMPLISH
Conference & Event Planning
• Venue & Contracts
- Assist in managing aspects of venue contracts in accord with leadership aims.
- Coordinate with external partners as required.
Budgeting & Financial Oversight
• Monitor expenditures to ensure events stay within budget as directed by Events Manager.
Registration & Communications
• Help manage event registrations and check-in's before and during events.
• Ensure accurate, timely communication of event details to attendees and stakeholders.
• Assist with invitation lists, save-the-dates, confirmations, and guest management.
Scheduling & Program Development
• Help to develop and manage schedules and programs for events.
• Assist in coordination with speakers, prelates, and liturgical participants, including invitations, travel, and logistics.
Logistics & Vendor Coordination
• Serve as liaison with venue event managers, caterers, and vendors (A/V, photography, decor, choir, etc.).
• Help to review Banquet Event Orders to ensure accuracy.
• Assist with logistics and vendor management as directed by Events Manager.
On-Site Event Management
• Help oversee operations during events, ensuring meals, presentations, liturgies, entertainment, and sponsored events run on time.
• Manage select volunteers, interns, and liturgical assistants.
• Troubleshoot and resolve issues in real-time.
Post-Event Responsibilities
• Ensure all outstanding items are resolved after events according to Events Manager checklists and direction.
• Assist in finalizing details with venues and vendors, as needed.
• Provide post-event reports and recommendations for improvement.

WHAT YOU WILL BRING
• 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.
• 1-2 years' experience in event management, preferably in faith-based or nonprofit organizations strongly preferred.
• Bachelor's degree preferred

We provide equal employment opportunities to all employees and applicants for employment and prohibit discrimination and harassment of any type that would be protected by federal, state, or local laws for an organization of the Napa Institute's type.

This policy applies to all terms and conditions of employment including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

About the Employer

The Holy Spirit was certainly at work when we founded the Napa Institute over a decade ago. Since then, we have brought people together to deepen their faith by growing an authentic relationship with Jesus Christ and their fellow Christians. With open seating at meals and other opportunities to socialize, our events allow time for fellowship and friendship in a way that is unrivaled among Catholic conferences.

The Napa Institute inspires:

Deeper conversations
Deeper impact
Deeper faith
Deeper friendship