Operations and Events Assistant Manager

Description

Department: Operations

Reports to: Operations Director

Position: Operations and Events Assistant Manager

Employment Type: Full-time, non-exempt, salaried and benefited

Agency

Description:

We provide affordable, bilingual, and accessible mental health services for people of all ages living in Napa County. Our vision is to create a community of enduring strength by equipping children, youth, adults, and seniors with the tools they need to live emotionally healthy and stable lives through programs ranging from prevention to mental health treatment.

Position Summary: The Operations and Events Assistant Manager assists withthe agency's day-to-day operations and provides operational support forevents and fundraising activities. Reporting to the Operations/PEI Director and working closely with the Development Manager, this position oversees event logistics and vendor relationships, supports the annual grants pipeline and sponsorship fulfillment, and administers the agency's IT systems, equipment, insurance, security, and facilities-related compliance.

Duties and Responsibilities

Event Operations

• Working closely with the Operations Director and Development Manager, this position will lead the operational support of events through project management, including workplan tracking, budget monitoring, and team role assignments. Events include:
• Annual Gala, Golf Tournament, Poker Tournament, Donor appreciation event, speaker series events, and potential other events as needed.
• Serve as co-lead of Mentis’ Events Committee with Development Manager, helping to guide the committee members in specific tasks and streamlining responsibilities.
• Attends Stewardship and Marketing Committee meetings, supporting committee member engagement.
• Support Development Team by providing insight and collaboration on digital and print materials for events and campaigns as needed.
• Serve as the main point of contact for event vendors including A/V, rentals, F&B, valet, etc.
• Oversee the operational components of the event planning including logistics, power, water, parking, signage, safety, security, access, janitorial, etc.
• Oversee supply purchasing for on-site events to manage overall inventory of common goods.
• Help to develop sponsor ships opportunities related to the events and work with the Development team to ensure sponsor relationships are maintained and fulfilled.

Institutional Funding

• Work with Operations/PEI Director and Development Manager to organize and track the annual grants pipeline, ensuring that all proposal and reporting deadlines are met.
• Review grant reporting requirements, tracking deadlines, and assist with compiling reports as needed with the necessary program data from relevant departments.
• Maintain filing records of grant contracts and reports in database and SharePoint.

IT and Systems

• Assist director with management of contracts for leased office equipment (Xerox, Verizon, Comcast, etc.)
• Assist director with management of software systems that fall under operations (Ring Central, Microsoft, Adobe, Zoom, Dashlane, Tech Soup, etc.)
• Track equipment inventory for all hardware used by Mentis staff.
• Annually review
  
  Mentis’ handbook policies around IT, equipment and cyber security.
• Assist director with management ofannual insurance policies and liability policies as needed.
• Regularly audit memberships and subscriptions for the organization.
• Oversee corporate purchases through Amazon, Costco, Home Depot, etc.
• Assist with compliance in the safety and insurance categories.
• Oversee functionality and training for existing security systems.
• Maintain and update emergency response and disaster plan for the agency.
• Advise and assist with annual safety training for staff.

Salary and Benefits:

This is a full-time position (40 hours a…