Events Operations Coordinator

Event Operations CoordinatorPahara Institute at Lone Rock is a nonprofit organization dedicated to strengthening the education sector by supporting the leaders who shape it. Nestled in the mountains of Bailey, Colorado, our Lone Rock campus is a retreat center where education leaders gather to reflect, connect, and recharge. Our team blends hospitality professionals on campus with a remote program team that supports our program's operations.We offer a generous and competitive benefits package designed to support your health, well-being, and future:100% employer-paid medical, dental, and vision insurance for team members, with dependent coverage availableEmployer-paid long-term disability insurance401(k) with employer contributions up to 4%, fully vested from day one of enrollmentCompetitive pay: The salary range for this position is between $62,000- $67,000Unlimited paid time off13 paid holidaysProfessional development fundCellphone and internet stipendEmployee Assistance Program (EAP)Savings Spot, our team member discount program on a range of products and servicesThe Event Operations Coordinator provides comprehensive planning and logistical support for Network Engagement programming events. This role ensures the smooth execution of all operational aspects of Pahara's events, creating a seamless and high-quality experience for participants. The Event Operations Coordinator serves as the onsite lead for logistics during events and contributes to the continuous improvement of event operations through pre-planning, onsite management, and post-event evaluation. This is a remote position with extensive travel to Lone Rock in Bailey, Colorado.This is a full-time position anticipated to last one year, with the possibility of extension based on organizational needs. The role is eligible for all full-time benefits listed below. Employment with Pahara Institute is at will, and this posting does not create a contract for a specific length of employment.Essential duties and responsibilities:Area 1: Pre-Event Planning and PreparationProvide high-quality independent event-planning and operations support for Network Engagement Programming with a primary focus on Fellowship ProgrammingDevelop detailed event plans, timelines, and task lists for assigned eventCoordinate venue selection, contracting, and relationship managementArrange participant travel, accommodations, and special requestsPrepare event materials, including participant packets, signage, and suppliesArea 2: Onsite Event ManagementServe as the onsite lead for logistics and operations support during eventsManage event setup, room configurations, and audiovisual requirementsCoordinate with venue staff, vendors, and service providers during eventsTroubleshoot and resolve logistical issues as they ariseEnsure all operational aspects of the event meet Pahara's quality standardsArea 3: Participant Experience ManagementServe as a key point of contact for participants before and during eventsRespond to participant inquiries and special requestsCoordinate dietary accommodations, accessibility needs, and other individual requirementsCreate a welcoming and supportive environment for all participantsCollect and respond to participant feedback regarding event operationsArea 4: Post-Event ActivitiesConduct post-event debriefing sessions to identify successes and areas for improvementCollect participant feedback related to event operationsProcess event expenses and reconcile budgetsDocument lessons learned and best practices for future eventsComplete post-event reporting for internal stakeholdersArea 5: Cohort Reunion PlanningCoordinate logistics for Fellowship alumni gatherings and eventsMaintain connections with alumni through effective communication and relationship managementTrack alumni participation in reunion activitiesArea 6: Administrative SupportEfficiently complete administrative tasks related to event operationsMaintain accurate event records and documentationUpdate participant information in organizational databasesSchedule and coordinate planning meetings and conference callsArea 7: Vendor ManagementResearch and recommend vendors for event services and suppliesObtain quotes and proposals from potential vendorsCoordinate vendor contracts and service agreementsManage vendor relationships before, during, and after eventsEvaluate vendor performance and update an organizational database of preferred vendorsArea 8: Team CollaborationWork collaboratively with other Event Operations Coordinators on cross-event planningCoordinate with Campus Team to ensure operational alignment with program objectivesCommunicate regularly with the VP of Operations regarding event status and issuesSupport colleagues during peak event periodsContribute to team discussions on operational improvements and innovationsCollaborate regularly with design leadsComplete other duties at the discretion of your managerSupervisory responsibilities:No direct supervisory responsibilitiesMay provide direction to temporary event staff or volunteers during eventsCoordinates with vendors and service providers during event executionThe Event Operations Coordinator reports to the Executive Vice President of Network Engagement.Required knowledge, skills, and abilities:Bachelor's degree required; degree in event management, hospitality, or related field preferred2+ years of experience in event planning, operations, or related fieldsExperience in education, nonprofit, or professional development environments preferredStrong organizational and logistical skillsExcellent attention to detail and follow-throughSuperior written and verbal communication abilitiesProblem-solving skills and ability to make decisions under pressureCustomer service orientation and commitment to participant experienceAbility to manage multiple priorities in a fast-paced environmentFlexibility and adaptability to changing circumstancesStrong interpersonal skills and ability to work with diverse stakeholdersAbility to travel frequently for event execution (up to 40% travel)Proficient with Microsoft Office Suite, Google Workspace, and event management toolsAlignment with Pahara's core valuesWork environment and physical demands:We are a virtual organization by design so that our team can work where they have built their lives. Lone Rock, our campus in the Denver area, serves as a hub for our work and as the main location for all in-person events. While we are a virtual organization, to be effective in this role, the Event Operations Coordinator should be Colorado-based and is expected to be on campus at Lone Rock approximately two times per month for a period of around 5 days.When at Lone Rock, you must be able to remain in a stationary position 50% of the time at a higher altitude while on campus and occasionally move boxes weighing up to 30 pounds for various needs. Seminar days often begin early and end late, so you should be able to commit to an unconventional schedule when participating in programming, as opposed to a 9 a.m.- 5 p.m. schedule.Pahara Institute at Lone Rock is an Equal Opportunity Employer. This job description is not intended to be, and shall not be construed as, an exhaustive list of all duties, responsibilities, or qualifications associated with the position. Such duties, responsibilities, and qualifications are subject to change, and additional duties may be assigned at any time, with or without prior notice, at the sole discretion of Pahara Institute at Lone Rock.All team members of Pahara Institute at Lone Rock are expected to assist any guest or team member requiring assistance and to proactively address any situation as necessary to ensure a positive experience for all individuals on the premises.