Event Planning Operations Specialist

Company: Melville Management Corp
Location: Atherton
Posted on: February 14, 2026

Job Description:

Job Description Job Description This is an opportunity for a highly organized, detail-loving events professional to make a real impact through thoughtfully executed gatherings. The Event Planning Operations Specialist will play a central role in helping an UHNW family advance causes they care deeply about—raising meaningful funds for nonprofit organizations and political candidates through well-run fundraisers, and building lasting community through social events hosted across the country. The ideal candidate takes genuine joy in getting the small details right, thinks creatively about how to add moments of delight to each event, and feels deep satisfaction when everything comes together seamlessly. This role is primarily focused on planning, coordination, and the work that happens before and after each event; on-site execution is typically handled by established household teams, with occasional travel for select events when additional capacity or support is helpful. Comfort and excellence with Salesforce, Excel, and tools like Paperless Post are essential, as strong systems are core to making these events successful at scale. Core Responsibilities 1. Annual Event Planning & Dashboard Management Maintain a forward-looking 12-month events dashboard capturing all projected events, based on recurring annual gatherings and upcoming one-off events. Update dashboard as new events are identified; ensure team always has an accurate view of upcoming events. Coordinate with the team to confirm dates, event purpose, size, themes, format, and any special considerations. Manage and maintain events email account. Ad hoc assistance with events as needed. 2. Guest List Development & Invitation Workflow Develop draft invitation lists out of Salesforce using criteria provided; identify gaps or proposed additions and review with principals for approval. Draft event invitations (email, Paperless Post, physical mail) for review. Execute invitation sends via mail merge, Paperless Post campaigns, or print workflows. Maintain meticulous records of invitees, sends, and version control. 3. RSVP Management & Guest Communications Monitor and track RSVPs across platforms; manage all guest inquiries including logistics, accommodations, accessibility needs, and dietary restrictions. Send confirmation emails, reminders, and event-day communications. Capture new guest information uncovered during the RSVP process and enter/update records in Salesforce. 4. Vendor & Logistics Coordination Partner closely with household teams at each residence to ensure all vendors are booked and aligned for event success (catering, florals, valet, security, rentals, AV, tenting, etc.). Manage the vendor timeline from inquiry to final invoice. Route all vendor contracts to legal for review and approval prior to execution. Confirm that household teams have clear run-of-show documents, timelines, and expectations. 5. Event Materials & On-Site Execution Support Create all event assets including: Name tags, place cards, tent cards Guest check-in sheets or digital check-in systems Wayfinding signage, printed programs, and menus Support principals and household staff with prep materials ahead of each event (binders, run sheets, timelines). Provide day-of support as needed (in-person for major events or remotely for smaller ones). 6. Post-Event Follow-Up Track event attendance in Salesforce, including guest notes, contributions, or gift information as relevant. Draft post-event thank-you messages or follow-up communications for principal review and send once approved. Prepare an internal event recap summarizing: Attendance Vendor performance Budget notes Wins and areas for improvement Conduct debrief conversations with principals to gather feedback and ensure learnings inform future events. 7. Systems, Documentation & Event Manual Create and continuously maintain an “Event Manual” detailing preferences, standards, and templates – such as name tag style, preferred Paperless Post features, seating formats, vendor preferences, and workflows—so events remain consistent and easily repeatable. Improve and refine systems in Salesforce, shared drives, dashboards, and templates to streamline future events. Assist Property Managers with uploading and maintaining event documentation in AirTable Qualifications 3–5 years of events, hospitality, or project management experience; private household or high-net-worth environment a plus. Experience managing vendors, event budgets, and complex logistics. Strong familiarity with Salesforce or other CRM systems. Highly proficient in Excel and comfortable manipulating data (filtering, creating formulas, etc.). Outstanding communication skills—written, verbal, and guest-facing. Highly organized, detail-oriented, and comfortable managing multiple concurrent projects. Ability to handle sensitive information with confidentiality and discretion. Willingness to travel domestically for major events

Keywords: Melville Management Corp, Rohnert Park , Event Planning Operations Specialist, PR / Public Relations , Atherton, California