Event Operations Manager

Chaloner has partnered with the William and Flora Hewlett Foundation, based in Menlo Park, California, on their search for an Events Operations Manager to support the Communications department.

ABOUT THE FOUNDATION

The William and Flora Hewlett Foundation invests in creative thinkers and problem solvers working to ensure that people, communities, and the planet can flourish. Together with its partners, Hewlett is harnessing society's collective capacity to solve our toughest problems - from the existential threat of climate change to persistent and pervasive inequities, to attacks on democracy itself. A nonpartisan philanthropy, the Hewlett Foundation has made grants in the U.S. and globally for nearly six decades based on an approach that emphasizes long-term support, collaboration, and trust. Globally, Hewlett makes grants to address both longstanding and emerging challenges like its efforts to advance gender equity and governance, reimagine the economy and society, and reduce the growing threat of climate change. U.S. efforts prioritize strengthening democracy, advancing education for all, and supporting community-led conservation. In the San Francisco Bay Area Hewlett calls home, it makes grants to support meaningful artistic experiences in local communities and support regional foundations working on critical issues such as housing. Hewlett's grantmaking also invests in advancing racial justice and in strengthening the effectiveness of its grantees, and of philanthropy itself. The Hewlett Foundation's assets are nearly $14 billion with annual awards of grants totaling more than $631 million. More information about the Hewlett Foundation is available at:

The Foundation has approximately 130 employees, in programmatic, operational, and investment roles, located in the San Francisco Bay Area. Across the organization, its employees are challenged with meaningful work, have the resources for ongoing professional development and learning, and contribute to a collegial and engaging environment where they can thrive. Hewlett is committed to fostering a culture of inclusion as part of its guiding principles and encourage individuals with diverse backgrounds and experiences to apply.

ABOUT THE POSITION

Events and convenings are powerful tools for dialogue, learning, and connection-bringing people together around shared goals to advance our mission. Hewlett's convening ability is highly valued by grantees, funders, and other partners, creating inclusive spaces for collaboration and learning that reflect Hewlett's guiding principles. Convenings go beyond grantmaking; they serve as strategic tools for impact-engaging stakeholders, strengthening networks and fields, and reinforcing Hewlett's role as a trusted convener.

The Hewlett Foundation seeks an experienced and highly organized Events Operations Manager (EOM) to support the planning and execution of impactful convenings that advance Hewlett's mission and goals. This newly created position will help ensure operational and logistical excellence in convenings, serves as a member of the Communications team, and reports to the Organizational Learning Officer who partners cross-functionally to lead internal learning events and help design external convenings.

Success in this position requires close collaboration with colleagues across the foundation on both internal and external events, flexibility to take on different roles and troubleshoot when needed, the ability to closely track details while maintaining a big-picture perspective, and a willingness to step in and fill gaps when needed to ensure seamless execution in alignment with Hewlett's institutional and program goals.

This position manages timelines and deliverables, oversees logistics, ensures events are accessible and equitable, coordinates vendors and processes contracts, invoices, expenses, and tracks budgets. The EOM also develops and maintains tools to support major events planned at the foundation such as standardized project trackers, an events dashboard, and planning templates, so they become an internal go-to person for logistics questions related to events.

KEY RESPONSIBILITIES

Events Management & Logistics Coordination (80%)

• Serve as the primary logistics lead for Hewlett signature events led by Communications, including one to two annual large-scale external events and three annual all-staff convenings, and serve as logistics adviser to external events led by program teams, such as grantee convenings.
• Create and manage timelines, project trackers, deliverables, and planning meetings to ensure seamless execution for Hewlett signature events.
• Manage Shop Talks, a lunchtime speaker series for Hewlett staff, by receiving and vetting ideas, scheduling dates, and liaising with colleagues to execute the event.
• Advise, facilitate, and support logistical needs for major Hewlett events led by other programs and departments as needed.
• Collaborate closely with colleagues across the foundation on internal and external events, demonstrating flexibility to take on different roles and maintain a big-picture perspective.
• Build and maintain strong relationships with external speakers and attendees through transparent, timely, and professional communication.
• Liaise with external vendors and venues as well as with internal finance, legal, facilities operations, and IT teams to review budgets, process contracts, and coordinate logistical and administrative details.
• Process events-related contracts, invoices, and honorariums, track budgets and ensure accuracy and adherence to financial and legal guidelines.
• Travel as needed to conduct site visits and support on-site execution of convenings.
• Maintain inventory of event swag and collateral; place orders as needed and coordinate distribution across departments for events and other foundation needs.
• Contribute creative and innovative session ideas and formats, leveraging internal capabilities or sourcing qualified vendors.
• Ensure use of best practices related to accessibility and equity in event operations.
• Stay up to date on the current state of the art and best practices in event planning, management, and concepts.

Resource Development (15%)

• Act as a central resource hub for event planning and provide advisory support for other foundation events.
• Develop, maintain and update events guidance and dashboard to enable smoother cross-functional collaboration and operational excellence.
• Identify process improvements to streamline event planning and execution in support of program and institutional goals.

Contribution to the Communications Team and Foundation (5%)

• As a Communications team member, contribute to the team's institutional communication strategy and the foundation overall.

Required skills and qualifications

• Bachelor's or Associate's degree (or equivalent combination of education and relevant work experience preferably in a nonprofit or philanthropy).
• 5-7 years of experience in operations, logistics, and production management for content-driven in-person and virtual events.
• Experience supporting event logistics and protocol for high-level, VIP, and/or government speakers.
• Exceptional attention to detail and strong organizational skills.
• Ability to manage competing priorities and high-volume communications while meeting deadlines; brings basic project management skills and quickly adapts to new processes.
• Proven problem-solving skills (especially in tech/AV) and a proactive, solutions-oriented approach, with the ability to remain calm and troubleshoot effectively under pressure.
• High proficiency with Salesforce, Word, Excel, PowerPoint, Outlook, Canva, and Zoom.
• Tech-savvy, with proficiency in common event and communication platforms like Cvent, Whova, and Mailchimp.
• Demonstrated expertise in event budget management.
• Excellent written and oral communication skills, including strong interpersonal skills to work effectively with diverse stakeholders.
• Strong research skills, including the ability to efficiently conduct and synthesize online research.
• Sound judgment and discretion in handling sensitive information.
• Ability to work effectively both independently and as part of a team.
• Approaches work with curiosity and collaboration, demonstrates integrity and professionalism, and contributes to a respectful, inclusive team environment.
• Demonstrated commitment to equity and inclusion, paired with humility, perspective, and a sense of humor that helps create trust and a positive, inclusive, work culture.

COMPENSATION AND BENEFITS

The Hewlett Foundation is committed to providing compensation that is competitive within the philanthropic sector. We offer a generous total compensation package that emphasizes both base salary and comprehensive benefits. The salary range for this is $120,000 - 150,000. Offers are based on the candidate's years of experience and our practice of maintaining salary equity within the foundation.

PHYSICAL DEMANDS, WORK ENVIRONMENT, AND TRAVEL

The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The position is based in Menlo Park, California. Staff are working in a hybrid environment and are currently expected to work from the Hewlett Foundation office at least 2-3 times per week when not traveling; Tuesdays and Wednesdays are required. While performing the duties of this position, the employee is required to spend extended periods of time at a computer and to travel via various modes of transportation for extended periods of time.

Travel will vary, but may be asked to travel domestically multiple times a year.

EQUAL OPPORTUNITY EMPLOYER

The William and Flora Hewlett Foundation embraces the importance of diversity, equity, and inclusion both internally, in our hiring process and organizational culture, and externally, in our grantmaking and related practices. We are an equal opportunity employer and welcome applications from people of all backgrounds, cultures, and experiences.

TO APPLY

Interested candidates should apply by using the application form. Chaloner will review all applicants and, upon qualification, contact you to determine next steps.