["Events Coordinator (East Coast)","Events Coordinator (East Coast)"]

Qualifications
Integrity, Compliance, Value Creation, Principled Entrepreneurship, Customer Focus, Knowledge,Change, Humility, Respect, & Fulfillment
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
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
Administrative Skills, Audiovisual, Budget Management, Business Growth, Communication Skills, Conference Management, Conferences, Customer Relations, Detail Oriented, Entrepreneurship, Establish Priorities, Event Management, Expense Tracking, Financial Management, Identify Issues, Leadership, Logistics, Logistics Management, Microsoft Excel, Microsoft Office, Microsoft Word, Nonprofit, Organizational Skills, Photography, Presentation/Verbal Skills, Problem Solving Skills, Project/Program Management, Schedule Development, Team Player, Time Management, Vendor/Supplier Management, Volunteer Management, Writing Skills
Benefits
The hourly range for this opportunity is $24.00 to $30.00 an hour
Responsibilities
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
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, décor, 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
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
Job description
Pacific Hospitality Group provides a unique value proposition to investors and team members through our owner/operator approach. We are a family focused company committed to long term holds that enable us to grow our business and our team members. Our vision is to enrich people's lives by offering memorable experiences, giving back to our communities and honoring God in all that we do. We are focused on long-term value creation and sustainable growth.

Our Guiding Principles:

Integrity, Compliance, Value Creation, Principled Entrepreneurship, Customer Focus, Knowledge,Change, Humility, Respect, & Fulfillment

The hourly range for this opportunity is $24.00 to $30.00 an hour.

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. The position is located in the Napa Institute's Washington, DC office.

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, décor, 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
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We provide equal employment opportunities to all employees and applicants for employment and prohibit discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, ****** orientation, gender identity, or expression, or any other characteristic protected by federal, state, or local laws.

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.

Skills:
Administrative Skills, Audiovisual, Budget Management, Business Growth, Communication Skills, Conference Management, Conferences, Customer Relations, Detail Oriented, Entrepreneurship, Establish Priorities, Event Management, Expense Tracking, Financial Management, Identify Issues, Leadership, Logistics, Logistics Management, Microsoft Excel, Microsoft Office, Microsoft Word, Nonprofit, Organizational Skills, Photography, Presentation/Verbal Skills, Problem Solving Skills, Project/Program Management, Schedule Development, Team Player, Time Management, Vendor/Supplier Management, Volunteer Management, Writing Skills

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Pacific Hospitality Group
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