Events Operations Coordinator

Job Description

Job Description

ABOUT US: Pahara 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.

Pahara Institute Website

WE TAKE CARE OF YOU: 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 available
• Employer-paid long-term disability insurance
• 401(k) with employer contributions up to 4%, fully vested from day one of enrollment
• Competitive pay: The salary range for this position is between $62,000- $67,000
• Unlimited paid time off
• 13 paid holidays
• Professional development fund
• Cellphone and internet stipend
• Employee Assistance Program (EAP)
• Savings Spot, our team member discount program on a range of products and services

THE ROLE : The 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 on-site lead for logistics during events and contributes to the continuous improvement of event operations through pre-planning, on-site 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 above.  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 Preparation

• Provide high-quality independent event-planning and operations support for Network Engagement Programming.
• Develop detailed event plans, timelines, and task lists for assigned event
• Coordinate venue selection, contracting, and relationship management
• Arrange participant travel, accommodations, and special requests
• Prepare event materials, including participant packets, signage, and supplies 

Area 2: Onsite Event Management

• Serve as the onsite lead for logistics and operations support during events
• Manage event setup, room configurations, and audiovisual requirements
• Coordinate with venue staff, vendors, and service providers during events
• Troubleshoot and resolve logistical issues as they arise
• Ensure all operational aspects of the event meet Pahara's quality standards 

Area 3: Participant Experience Management

• Serve as a key point of contact for participants before and during events
• Respond to participant inquiries and special requests
• Coordinate dietary accommodations, accessibility needs, and other individual requirements
• Create a welcoming and supportive environment for all participants
• Collect and respond to participant feedback regarding event operations 

Area 4: Post-Event Activities

• Conduct post-event debriefing sessions to identify successes and areas for improvement
• Collect participant feedback related to event operations
• Process event expenses and reconcile budgets
• Document lessons learned and best practices for future events
• Complete post-event reporting for internal stakeholders 

Area 5: Cohort Reunion Planning

• Coordinate logistics for Fellowship alumni gatherings and events
• Maintain connections with alumni through effective communication and relationship management
• Track alumni participation in reunion activities 

Area 6: Administrative Support

• Efficiently complete administrative tasks related to event operations
• Maintain accurate event records and documentation
• Update participant information in organizational databases
• Schedule and coordinate planning meetings and conference calls 

Area 7: Vendor Management

• Research and recommend vendors for event services and supplies
• Obtain quotes and proposals from potential vendors
• Coordinate vendor contracts and service agreements
• Manage vendor relationships before, during, and after events
• Evaluate vendor performance and update an organizational database of preferred vendors 

Area 8: Team Collaboration

• Work collaboratively with other Event Operations Coordinators on cross-event planning
• Coordinate with Campus Team to ensure operational alignment with program objectives
• Communicate regularly with the VP of Operations regarding event status and issues
• Support colleagues during peak event periods
• Contribute to team discussions on operational improvements and innovations 
• Collaborate regularly with design leads
• Complete other duties at the discretion of your manager

SUPERVISORY RESPONSIBILITIES

• No direct supervisory responsibilities
• May provide direction to temporary event staff or volunteers during events
• Coordinates with vendors and service providers during event execution 
• The 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 preferred
• 2+ years of experience in event planning, operations, or related fields
• Experience in education, nonprofit, or professional development environments preferred
• Strong organizational and logistical skills
• Excellent attention to detail and follow-through
• Superior written and verbal communication abilities
• Problem-solving skills and ability to make decisions under pressure
• Customer service orientation and commitment to participant experience
• Ability to manage multiple priorities in a fast-paced environment
• Flexibility and adaptability to changing circumstances
• Strong interpersonal skills and ability to work with diverse stakeholders
• Ability to travel frequently for event execution (up to 40% travel)
• Proficient with Microsoft Office Suite, Google Workspace, and event management tools
• Alignment with Pahara's core values

WORK 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 15 weeks per year.

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.