Multiversity Event Coordinator

We are a 501(c)(3) nonprofit philanthropic campus and learning destination in the Santa Cruz Mountains, committed to creating hope for living well. Our employees are the heart of this important work in fostering greater good in the world.

We welcome guests for weekend Rest & Renewal stays, private group retreats, immersive wellness weddings, luminary faculty program workshops, community learning events, and more.

We are seeking team members who want to be part of co-creating life-changing experiences while still having fun in their work, energizing, learning, and growing with their colleagues.

We offer comprehensive benefits, a beautiful work environment, and opportunities to participate in our learning experiences, as we all find new ways to Live, Lead, Love, Work, and Wonder Well with the 1,440 minutes we are granted each day.

The Event Manager (EM) provides all-inclusive service support to program planners during three phases of event process - pre-planning, event execution, and post-event support.

This on-site position finalizes all event details to ensure mission-aligned programs and proper communication and execution by 1440 Multiversity.

The EM is the primary point of contact for program planners, guests, faculty, and colleagues related to event execution.

The role facilitates event details via timely communication and correspondence to ensure all aspects of assigned programs and events are planned and executed beyond expectations.

This position tracks and records client communication in systems while working with the Assistant Director of Operations as necessary.

Multitasking is key to this position responsible for determining planning budgets, space allocations, preparation of event diagrams, suggesting team-building activities, coordination of learning events, verification of contract details, policies such as deposits and billing, and event scheduling to optimize immersive learning experiences.

This integral position develops efficient and organized systems supporting the successful execution of all event details related to 1440's experience for multi-day programs, conferences, group meetings, day events, private dinners, team-building activities, philanthropic advocacy programs, ongoing classes, and interdepartmental meetings.

• Researches and analyzes new product and service offerings providing cost estimates as needed.
• Finalize each program's schedule of events including attendance, timing, and flow.
• Troubleshoot potential challenges and conflicts with space assignments and program schedules.
• Ensure all client communication is accurately and efficiently entered in Delphi FDC.
• Initiate client cost estimates aligned with established business strategies.
• Distribute information impacting campus staff and operations in a timely manner.
• Collaborate with operational and administrative departments.
• Maintain awareness of current inventory of available supplies, equipment, and event venues.
• Communicate issues with equipment and supply inventory levels to Assistant Director of Operations.
• Execute Program Planning strategies aligned to 1440 business strategy.
• Set realistic client expectations respecting Event team's product and service delivery.
• Mutually manage client needs and objectives in balance with workflow policies and procedures.
• Prepare estimates, proposals, addendums, and other relevant guest information as needed.
• Collections and input program data using various systems.
• Personally serve assigned programs/events offering 'one-stop' planning and operational support.
• Communicate professionally to effectively plan, coordinate, finalize, and execute all events.
• Determine and track logistical needs establishing clear systems for ongoing correspondence.
• Coordinate and schedule food and beverage functions meeting client needs.
• Verify event spaces, AV, and F&B meet client requests outlined in BEOs and event briefs.
• Inspect events spaces prior to start times ensuring product quality, room cleanliness, and vendor assignments reporting any defects.
• Anticipate client expectations of excellence aligning with 1440 Multiversity quality standards.
• Prepare weekly Program Brief documents disseminating event details to production team and department managers.
• Audit and update Event Orders for accuracy completing floor plans and special requests.
• Coordinate and confirm rooming list requests ensuring accurate registration.
• Organize, participate in, and lead weekly Program Brief meeting.
• Manage frequent event requests supporting future efficiency and organizational development.
• Greet guests upon arrival and help orient them for a successful event launch.
• Regularly connect and maintain contact with assigned program clients, faculty, and support staff ensuring positive program experiences.
• Create clear and organized systems tracking upcoming events and preparing Program Brief documents and Event Orders.
• Develop and maintain necessary preparation documents, event schedules, and vendor confirmations prior to event start date.
• Gather client feedback informing the team of opportunities for future improvement.
• Advise senior leadership and colleagues of reported or potentially critical issues including final billing/payout requests or updates.
• Plan, develop, and maintain an ongoing list of professional vendors providing reliable service and event support as requested by clients and aligned with organizational business strategies.
• Clearly organize all documents and information necessary for event delivery.
• Attend weekly staff meetings and daily departmental stand-ups and operational CTM meetings proactively informing operations teams about upcoming events.
• Develop clear and efficient communication strategies ensuring production staff, department heads, and volunteers are prepared to provide excellent logistical support.
• Review the accuracy of billing for banquet event orders/event checks and final Invoices.
• Maintain confidentiality and security of campus information, correspondence, reports, and files.
• Responsible for executing correct billing at event end following 1440 Multiversity protocols.
• Support Assistant Director of Operations in hiring and training personnel.
• Ensure events complete smoothly stepping up to resolve any problems that occur.
• Analyze event success preparing, recording, and filing necessary reports and backup information.
• Maintain and fulfill administrative duties in FDC and other data systems.
• Assist with forecasting preparation on an annual, monthly, and weekly basis.
• Maintain detailed knowledge of campus product offerings including accommodations, signature classes, package pricing, audio-visual service, team building, and private events.
• Remain responsive to customers during all three event phases proactively solving problems.
• Work with departments to solve operational challenges recommending specific improvements of services for customers resulting in greater bookings and customer satisfaction.
• Conduct other special projects and miscellaneous duties as assigned.
• Ability to work holidays, evenings, and weekends.

• Event/banquet management in a hospitality setting required.
• Previous hospitality industry experience.
• CMP designation preferred.
• Excellent written and verbal communication skills.
• Able to interact with diverse socioeconomic, cultural, disability, and ethnic backgrounds.
• Service-oriented style with professional presentation skills, problem-solving.
• High attention to detail.
• Ability to maintain composure and professionalism with faculty, clients, and staff.
• Strong organizational skills and thoughtful attention to detail.
• Adaptability to fast-paced environments prioritizing multiple competing tasks.
• Demonstrable experience with computer systems including Microsoft Teams, Outlook, PowerPoint, Word, and Excel.
• Ability to work independently and as a team member.
• Education, background, or work history reflecting proven ability to perform essential duties.
• College degree or equivalent experience in an administrative and/or supervisory position.
• Strong orientation to 1440's mission, vision, and values.

We offer comprehensive benefits and a beautiful work environment along with opportunities to participate in our learning experiences.