Operations and Events Assistant Manager in Napa, California at Mentis

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 with the agency's day-to-day operations and provides operational support for events 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 sponsorships 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 (RingCentral, Microsoft, Adobe, Zoom, Dashlane, TechSoup, 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 of annual 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 week, with some evenings and weekends) with a competitive salary: $70,000-$74,000 BOE and an excellent benefit package. We offer a very generous holiday schedule as well as schedule flexibility, both of which are designed to encourage good self-care practices and a healthy work-life balance.

Benefits for our regular full-time employees include the following:

• Earn up to 12 vacation days per year
• Earn up to 10 sick days per year
• Enjoy 12 holidays per year, plus a winter break (3 days)
• Up to 90% paid premium for medical and fully covered dental premium for the employee
• Vision and Dental Plans
• 401k retirement plan
• EAP Program
• Annual training allowance
• Paid time off for training

California Pay Transparency Disclaimer: This is a nonexempt position. The pay range for this position is $70,000-$74,000/year. Actual placement within range will be contingent upon several factors, including but not limited to the candidate’s qualifications, education, experience, internal equity, and alignment with market data.

Mentis is an equal opportunity employer who does not discriminate in employment opportunities or practices on the basis of race, color, religion, sex, sexual orientation, national origin, age, disability, or any other characteristic protected by law.

Minimum Qualifications:

• Have at least 3 years of event operations experience, ideally in a non-profit setting (not required), in roles where you served as a project manager, executed events, coordinated with vendors, oversaw logistics, and other related operational activities.
• Ability to collaborate productively with a wide variety of stakeholders, including fellow staff, Mentis leadership, and volunteers.
• Ability to work independently and be able to work under pressure to meet deadlines.
• Strong verbal and written communication skills.
• High attention to detail and ability to stay organized.
• Ability to communicate with respect, tact, and diplomacy.
• Experience coordinating complex projects, juggling and driving forward multiple moving pieces at the same time.
• Solid time management skills and an ability to set and meet deadlines for multiple projects simultaneously.
• You have experience with the Microsoft Office suite, including Excel and Word, and other related software platforms.
• Available to work evenings and weekends as needed.