Event Operations Manager
About Saint Mary’s College
Founded in 1863, Saint Mary’s College of California is a residential institution in the Moraga Valley, 20 miles east of San Francisco. Enrolling more than 3,000 undergraduate and graduate students, the College integrates liberal and professional education within a mission shaped by the De La Salle Christian Brothers. Known for academic excellence, innovation, and responsiveness, Saint Mary’s fosters shared inquiry, meaningful student engagement, and a strong commitment to diversity, leadership, and service.
Job Summary
The Event Operations Manager provides operational leadership and coordination for internal and external meetings, events, and conferences managed through the Office of Meetings, Events, and Conference Services (MECS). Reporting to Facilities leadership, this role is responsible for overseeing event logistics, coordinating cross-functional service delivery, maintaining scheduling systems, and supervising student event staff. This position exercises independent judgment within established policies and procedures related to event operations, resources coordination, scheduling systems, and service execution. The Event Operations Manager serves as a key operational point of contact to ensure events are delivered effectively, safely, and in alignment with institutional standards and financial parameters.
Essential Responsibilities
Event Operations Oversight – Internal Events
- Oversee and coordinate logistical planning for approved internal campus events, including room configurations, technology requirements, and service coordination with Facilities Services, IT Services, Dining, and other campus partners.
- Review, process, and manage internal event requests in accordance with MECS policies, scheduling standards, and space-use protocols.
- Develop and maintain daily event reports, room layouts, operational timelines, and execution checklists.
- Provide on-site operational oversight for assigned events, proactively resolving logistical issues and escalating matters requiring policy or financial decisions to MECS leadership.
- Ensure internal stakeholders understand event-related costs, service requirements, and operational constraints.
Event Operations Oversight – External Events
- Coordinate approved logistics for external events, conferences, and programs, ensuring compliance with College policies and operational standards.
- Manage external event requests, documentation, and schedules in alignment with MECS procedures.
- Monitor event execution to ensure services are delivered as planned and financial expectations are met.
- Identify operational risks or service issues and recommend adjustments to MECS leadership as appropriate.
- Supervise current contract employees assisting with external events and SODEXO bookings, ultimately hire as budgets allow full-time or part-time resources.
Major Institutional Events Support
- Support the planning and execution of major institutional events such as Commencement activities, Grad Fair, Orientation, Weekend of Welcome, Reunion Weekend, and other College-sponsored programs.
- Carefully coordinate assigned operational workstreams and provide event-day oversight to ensure timely execution and service continuity.
Systems, Scheduling, and Process Management
- Maintain and oversee event scheduling systems (including AdAstra and transition to CourseDog), ensuring accuracy of calendars, space assignments, and event data.
- Establish and reinforce standardized processes for event data entry, updates, and reporting.
- Serve as a functional resource for staff and student employees on system usage and operational procedures.
Supervision of Student Event Staff
- Assign, coordinate, and oversee the work of student employees supporting event operations.
- Provide training, guidance, and performance feedback to ensure work is completed accurately and in accordance with MECS standards.
- Monitor student staffing coverage for events and recommend adjustments as needed.
Communication and Coordination
- Serve as a primary operational liaison between MECS and campus service departments to support coordinated event execution.
- Prepare and distribute approved event information, schedules, and logistical details to internal partners.
Experience and Qualifications
Education: Bachelor’s degree required.
Experience: Minimum of two (2) years of experience in event operations, logistics coordination, facilities operations, or related operational roles.
Skills/Abilities:
- Demonstrated ability to coordinate complex operational activities across multiple departments.
- Strong organizational, communication, and problem-solving skills.
- Ability to exercise independent judgment within established guidelines.
- Proficiency with Microsoft Office 365, Google Workspace, and event scheduling systems.
- Ability to manage multiple priorities in a fast-paced, event-driven environment.