Event Operations Manager
Funders for LGBTQ Issues, Menlo Park, CA, United States
About the Foundation
The William and Flora Hewlett Foundation invests in creative thinkers and problem solvers working to ensure that people, communities, and the planet can flourish. Together with its partners, Hewlett is harnessing society’s collective capacity to solve our toughest problems—from the existential threat of climate change to persistent and pervasive inequities, to attacks on democracy itself. The nonpartisan philanthropy has made grants in the U.S. and globally for nearly six decades based on an approach that emphasizes long‑term support, collaboration, and trust. The foundation focuses on advancing gender equity, governance, economic and societal innovation, climate change, democracy, education, community conservation, racial justice, and strengthening grantees and philanthropy itself.
The foundation has approximately 130 employees located in the San Francisco Bay Area. Their work is aimed at creating meaningful artistic experiences in local communities and supporting regional foundations on critical issues such as housing. Hewlett fosters a culture of inclusion, encouraging individuals with diverse backgrounds and experiences to apply.
About the Position
Events and convenings are powerful tools for dialogue, learning, and connection—bringing people together around shared goals to advance Hewlett’s mission. As an experienced and highly organized Events Operations Manager, you will support the planning and execution of impactful convenings, ensuring operational and logistical excellence. You will work as a member of the Communications team, reporting to the Organizational Learning Officer who partners cross‑functionally to lead internal learning events and external convenings.
Your work will involve close collaboration with colleagues across the foundation on both internal and external events, flexibility to take on different roles, troubleshooting, and the ability to track details while maintaining a big‑picture perspective. You will manage timelines and deliverables, oversee logistics, ensure events are accessible and equitable, coordinate vendors, process contracts, invoices, expenses, and track budgets. You will also develop tools such as standardized project trackers, an events dashboard, and planning templates.
Key Responsibilities
Events Management & Logistics Coordination (80%)
Serve as the primary logistics lead for Hewlett signature events led by Communications, including one to two annual large‑scale external events and three annual all‑staff convenings, and serve as logistics adviser to external events led by program teams, such as grantee convenings.
Create and manage timelines, project trackers, deliverables, and planning meetings to ensure seamless execution for Hewlett signature events.
Manage Shop Talks, a lunchtime speaker series for Hewlett staff, by receiving and vetting ideas, scheduling dates, and liaising with colleagues to execute the event.
Advise, facilitate, and support logistical needs for major Hewlett events led by other programs and departments as needed.
Collaborate closely with colleagues across the foundation on internal and external events, demonstrating flexibility to take on different roles and maintain a big‑picture perspective.
Build and maintain strong relationships with external speakers and attendees through transparent, timely, and professional communication.
Liaise with external vendors and venues as well as with internal finance, legal, facilities operations, and IT teams to review budgets, process contracts, and coordinate logistical and administrative details.
Process events‑related contracts, invoices, and honorariums, track budgets and ensure accuracy and adherence to financial and legal guidelines.
Travel as needed to conduct site visits and support on‑site execution of convenings.
Maintain inventory of event swag and collateral; place orders as needed and coordinate distribution across departments for events and other foundation needs.
Contribute creative and innovative session ideas and formats, leveraging internal capabilities or sourcing qualified vendors.
Ensure use of best practices related to accessibility and equity in event operations.
Stay up to date on the current state of the art and best practices in event planning, management, and concepts.
Resource Development (15%)
Act as a central resource hub for event planning and provide advisory support for other foundation events.
Develop, maintain and update events guidance and dashboard to enable smoother cross‑functional collaboration and operational excellence.
Identify process improvements to streamline event planning and execution in support of program and institutional goals.
Contribution to the Communications Team and Foundation (5%)
As a Communications team member, contribute to the team’s institutional communication strategy and the foundation overall.
Required Skills and Qualifications
Bachelor’s or Associate’s degree (or equivalent combination of education and relevant work experience preferably in a nonprofit or philanthropy).
5–7 years of experience in operations, logistics, and production management for content‑driven in‑person and virtual events.
Experience supporting event logistics and protocol for high‑level, VIP, and/or government speakers.
Exceptional attention to detail and strong organizational skills.
Ability to manage competing priorities and high‑volume communications while meeting deadlines; brings basic project management skills and quickly adapts to new processes.
Proven problem‑solving skills (especially in tech/AV) and a proactive, solutions‑oriented approach, with the ability to remain calm and troubleshoot effectively under pressure.
High proficiency with Salesforce, Word, Excel, PowerPoint, Outlook, Canva, and Zoom.
Tech‑savvy, with proficiency in common event and communication platforms like Cvent, Whova, and Mailchimp.
Demonstrated expertise in event budget management.
Excellent written and oral communication skills, including strong interpersonal skills to work effectively with diverse stakeholders.
Strong research skills, including the ability to efficiently conduct and synthesize online research.
Sound judgment and discretion in handling sensitive information.
Ability to work effectively both independently and as part of a team.
Approaches work with curiosity and collaboration, demonstrates integrity and professionalism, and contributes to a respectful, inclusive team environment.
Demonstrated commitment to equity and inclusion, paired with humility, perspective, and a sense of humor that helps create trust and a positive, inclusive work culture.
Compensation and Benefits
The Hewlett Foundation is committed to providing compensation that is competitive within the philanthropic sector. The salary range for this role is $120,000 – $150,000, with offers based on the candidate's years of experience and a commitment to maintaining salary equity within the foundation.
Physical Demands, Work Environment, and Travel
The position is based in Menlo Park, California. Staff work in a hybrid environment, expected to be in the Hewlett Foundation office at least 2–3 times per week, with Tuesdays and Wednesdays required. Employees spend extended periods of time at a computer and may travel domestically multiple times a year.
Equal Opportunity Employer
The William and Flora Hewlett Foundation embraces the importance of diversity, equity, and inclusion both internally, in its hiring process and organizational culture, and externally, in its grantmaking and related practices. The foundation is an equal‑opportunity employer and welcomes applications from people of all backgrounds, cultures, and experiences.
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The William and Flora Hewlett Foundation invests in creative thinkers and problem solvers working to ensure that people, communities, and the planet can flourish. Together with its partners, Hewlett is harnessing society’s collective capacity to solve our toughest problems—from the existential threat of climate change to persistent and pervasive inequities, to attacks on democracy itself. The nonpartisan philanthropy has made grants in the U.S. and globally for nearly six decades based on an approach that emphasizes long‑term support, collaboration, and trust. The foundation focuses on advancing gender equity, governance, economic and societal innovation, climate change, democracy, education, community conservation, racial justice, and strengthening grantees and philanthropy itself.
The foundation has approximately 130 employees located in the San Francisco Bay Area. Their work is aimed at creating meaningful artistic experiences in local communities and supporting regional foundations on critical issues such as housing. Hewlett fosters a culture of inclusion, encouraging individuals with diverse backgrounds and experiences to apply.
About the Position
Events and convenings are powerful tools for dialogue, learning, and connection—bringing people together around shared goals to advance Hewlett’s mission. As an experienced and highly organized Events Operations Manager, you will support the planning and execution of impactful convenings, ensuring operational and logistical excellence. You will work as a member of the Communications team, reporting to the Organizational Learning Officer who partners cross‑functionally to lead internal learning events and external convenings.
Your work will involve close collaboration with colleagues across the foundation on both internal and external events, flexibility to take on different roles, troubleshooting, and the ability to track details while maintaining a big‑picture perspective. You will manage timelines and deliverables, oversee logistics, ensure events are accessible and equitable, coordinate vendors, process contracts, invoices, expenses, and track budgets. You will also develop tools such as standardized project trackers, an events dashboard, and planning templates.
Key Responsibilities
Events Management & Logistics Coordination (80%)
Serve as the primary logistics lead for Hewlett signature events led by Communications, including one to two annual large‑scale external events and three annual all‑staff convenings, and serve as logistics adviser to external events led by program teams, such as grantee convenings.
Create and manage timelines, project trackers, deliverables, and planning meetings to ensure seamless execution for Hewlett signature events.
Manage Shop Talks, a lunchtime speaker series for Hewlett staff, by receiving and vetting ideas, scheduling dates, and liaising with colleagues to execute the event.
Advise, facilitate, and support logistical needs for major Hewlett events led by other programs and departments as needed.
Collaborate closely with colleagues across the foundation on internal and external events, demonstrating flexibility to take on different roles and maintain a big‑picture perspective.
Build and maintain strong relationships with external speakers and attendees through transparent, timely, and professional communication.
Liaise with external vendors and venues as well as with internal finance, legal, facilities operations, and IT teams to review budgets, process contracts, and coordinate logistical and administrative details.
Process events‑related contracts, invoices, and honorariums, track budgets and ensure accuracy and adherence to financial and legal guidelines.
Travel as needed to conduct site visits and support on‑site execution of convenings.
Maintain inventory of event swag and collateral; place orders as needed and coordinate distribution across departments for events and other foundation needs.
Contribute creative and innovative session ideas and formats, leveraging internal capabilities or sourcing qualified vendors.
Ensure use of best practices related to accessibility and equity in event operations.
Stay up to date on the current state of the art and best practices in event planning, management, and concepts.
Resource Development (15%)
Act as a central resource hub for event planning and provide advisory support for other foundation events.
Develop, maintain and update events guidance and dashboard to enable smoother cross‑functional collaboration and operational excellence.
Identify process improvements to streamline event planning and execution in support of program and institutional goals.
Contribution to the Communications Team and Foundation (5%)
As a Communications team member, contribute to the team’s institutional communication strategy and the foundation overall.
Required Skills and Qualifications
Bachelor’s or Associate’s degree (or equivalent combination of education and relevant work experience preferably in a nonprofit or philanthropy).
5–7 years of experience in operations, logistics, and production management for content‑driven in‑person and virtual events.
Experience supporting event logistics and protocol for high‑level, VIP, and/or government speakers.
Exceptional attention to detail and strong organizational skills.
Ability to manage competing priorities and high‑volume communications while meeting deadlines; brings basic project management skills and quickly adapts to new processes.
Proven problem‑solving skills (especially in tech/AV) and a proactive, solutions‑oriented approach, with the ability to remain calm and troubleshoot effectively under pressure.
High proficiency with Salesforce, Word, Excel, PowerPoint, Outlook, Canva, and Zoom.
Tech‑savvy, with proficiency in common event and communication platforms like Cvent, Whova, and Mailchimp.
Demonstrated expertise in event budget management.
Excellent written and oral communication skills, including strong interpersonal skills to work effectively with diverse stakeholders.
Strong research skills, including the ability to efficiently conduct and synthesize online research.
Sound judgment and discretion in handling sensitive information.
Ability to work effectively both independently and as part of a team.
Approaches work with curiosity and collaboration, demonstrates integrity and professionalism, and contributes to a respectful, inclusive team environment.
Demonstrated commitment to equity and inclusion, paired with humility, perspective, and a sense of humor that helps create trust and a positive, inclusive work culture.
Compensation and Benefits
The Hewlett Foundation is committed to providing compensation that is competitive within the philanthropic sector. The salary range for this role is $120,000 – $150,000, with offers based on the candidate's years of experience and a commitment to maintaining salary equity within the foundation.
Physical Demands, Work Environment, and Travel
The position is based in Menlo Park, California. Staff work in a hybrid environment, expected to be in the Hewlett Foundation office at least 2–3 times per week, with Tuesdays and Wednesdays required. Employees spend extended periods of time at a computer and may travel domestically multiple times a year.
Equal Opportunity Employer
The William and Flora Hewlett Foundation embraces the importance of diversity, equity, and inclusion both internally, in its hiring process and organizational culture, and externally, in its grantmaking and related practices. The foundation is an equal‑opportunity employer and welcomes applications from people of all backgrounds, cultures, and experiences.
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