Events Operations Coordinator

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 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 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.

• 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

• 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

• 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

• 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

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

• 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

• 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

• Work collaboratively with other Event Operations…