Operations Coordinator
Job Description

POSITION SUMMARY
Inspire Napa Valley is seeking a highly organized, proactive, and detail-oriented Operations Coordinator to work directly with Founder & Executive Director in the planning, execution, and day-to-day operations of the organization.

This individual will play a central role in helping execute Inspire Napa Valley’s fundraising events, donor stewardship, partnerships, communications, and organizational initiatives. The ideal candidate thrives in a fast-paced environment, can manage multiple priorities simultaneously, anticipates needs before they arise, and is motivated by the opportunity to make a meaningful impact in Alzheimer’s and dementia national research and local care.

This is a highly collaborative, hands-on role requiring exceptional organization, professionalism, discretion, and the ability to independently move projects forward while supporting the Executive Director across all aspects of the organization.

EXECUTIVE AND ORGANIZATIONAL SUPPORT
•  Work directly with the Executive Director to implement strategic priorities and organizational initiatives.
•  Help to ensure projects, communications, and follow-up remain on schedule.
•  Coordinate calendars, meetings, timelines, agendas, and action items.
•  Prepare presentations, reports, briefing materials, and other organizational documents.
•  Track deadlines, decisions, and deliverables across multiple workstreams.

EVENT PLANNING AND EXECUTION
•  Support the planning and execution of Inspire Napa Valley’s Spring Wine Weekend, Winter Fête, new fundraising events throughout the country, board meetings, and internal events.
•  Coordinate event logistics, venues, vendors, contracts, guest communications, registration, seating, production schedules, volunteers, and on-site operations.
•  Maintain comprehensive event timelines and ensure all parties understand responsibilities and deadlines.
•  Provide hands-on support before, during, and after events, including follow-up and reconciliation of outstanding items.

DONOR, SPONSOR & PARTNER RELATIONS
•  Assist with donor stewardship, personalized outreach, acknowledgements, and follow-up.
•  Coordinate sponsor benefits, deliverables, recognition, and communications.
•  Maintain accurate donor, sponsor, winery, and partner records.
•  Help manage relationships with board members, scientific advisors, community partners, wineries, vendors, and other stakeholders.

PROJECT MANAGEMENT
•  Create and maintain detailed project plans, timelines, task lists, and status updates.
•  Coordinate across vendors, consultants, board members, volunteers, and external partners.
•  Identify potential issues early and proactively recommend practical solutions.
•  Establish and maintain efficient systems, files, templates, and operating procedures.

COMMUNICATIONS & MARKETING SUPPORT
•  Draft, proofread, and coordinate correspondence, newsletters, invitations, event materials, and donor communications.
•  Assist with email campaigns, website updates, social media planning, and content scheduling.
•  Prepare presentations, sponsorship materials, impact updates, and other external-facing collateral.
•  Support press, media, and partner communications as needed.

ADMINISTRATIVE & FINANCIAL COORDINATION
•  Maintain organizational records, files, contracts, and vendor documentation.
•  Coordinate invoices, expense tracking, deposits, and event-related financial records.
•  Assist with budgets, reconciliations, and reporting in collaboration with the Executive Director and outside accounting support.
•  Coordinate supplies, mailings, travel, meetings, and other administrative needs.

QUALIFICATIONS
•  Bachelor’s degree preferred.
•  Two to three or more years of experience in nonprofit operations, event planning, hospitality, executive support, project management, or a related field.
•  Exceptional organizational and project management skills with strong attention to detail.
•  Excellent written and verbal communication skills.
•  Ability to prioritize competing deadlines and remain composed in a fast-paced environment.
•  Professional, polished, and comfortable interacting with donors, board members, sponsors, vintners, vendors, and community leaders.
•  Self-motivated, resourceful, and able to work independently while keeping the Executive Director informed.
•  High level of discretion, sound judgment, and respect for confidentiality.
•  Availability to work occasional evenings and weekends surrounding events.

PREFERRED EXPERIENCE
•  Nonprofit fundraising and donor relations.
•  Luxury hospitality, wine, culinary, or event environments.
•  CRM or donor database systems.
•  Microsoft Office and Google Workspace.
•  Constant Contact or similar email platforms.
•  Canva, social media platforms, and basic website content management.

KEY ATTRIBUTES
•  Exceptionally organized and dependable.
•  Proactive, solutions-oriented, and comfortable taking ownership.
•  Calm under pressure and adaptable when priorities change.
•  Professional and highly collaborative.
•  Passionate about philanthropy, community impact, and Inspire Napa Valley’s mission.

ABOUT INSPIRE NAPA VALLEY
Inspire Napa Valley is a nonprofit organization dedicated to advancing Alzheimer’s and dementia research nationally while supporting local care and services for individuals and families affected by cognitive decline. Through world-class fundraising events, strategic partnerships, and meaningful community engagement, Inspire Napa Valley has raised more than $11 million to accelerate scientific research and improve lives.