This is a hybrid position requiring working two specified days a week from our office in Doral, FL.

WHO WE’RE LOOKING FOR

The Latin GRAMMY Cultural Foundation is seeking a highly organized Events & Operations Manager to execute the Foundation's events (approximately 4 to 6 annually) and manage the core operations that support them. Working closely with the Senior Director of Operations & Public Affairs, you will ensure that our programs and events are delivered efficiently, professionally, and on budget. You are a hands-on professional who excels at managing event logistics and thrives on managing multiple priorities and ensuring the smooth execution of mission-driven initiatives.

WHAT YOU’LL DO

Event Planning & Execution

• Manage and execute all logistics for 4 to 6 annual events, including internal, external, and donor-relations functions.
• Coordinate all event-day operations including venue selection, vendor management (catering, A/V, production), and staffing to ensure smooth execution.
• Create and manage event production materials such as run-of-shows, call sheets, presentations, and briefing documents for leadership.
• Oversee event-related logistics including transportation, accommodations, and safety protocols.
• Support post-event analysis by tracking key metrics, collecting attendee feedback, and reporting on outcomes and budget adherence.

Operations & Finance Support

• Manage and track event and project budgets, ensuring accurate reporting, cost-efficiency, and alignment with financial goals.
• Process and track invoices, new vendor forms, vendor payments, and expense reports in a timely manner by coordinating with the Finance team.
• Oversee vendor contracts, ensuring deliverables are met and payments are processed according to agreements.
• Coordinate with Labyrinth to ensure compliance filings are completed in a timely fashion. 
• Assist the Senior Director with tracking departmental operational budgets and expenses.
• Maintain organized files and records of vendors, contracts, and financial documentation.
• Utilize Salesforce and other platforms to track stakeholder records and operational activities.

Administrative & Board Support

• Coordinate all logistics for two annual Board of Directors meetings (one in-person, one virtual) including scheduling, venue/tech setup, and travel.
• Prepare and distribute board packets, agendas, and supporting materials in advance of meetings.
• Attend board meetings to take and transcribe accurate minutes.
• Provide administrative support to the Senior Director including coordinating team meetings and preparing reports or presentations.
• Coordinate travel logistics and process expense reports for board members and team as needed.
• Maintain organized electronic and physical filing systems for the department.

SKILLS & EXPERIENCE

• Bachelor’s degree or equivalent experience in Business Administration, Hospitality, Communications, or a related field.
• 3 to 5+ years of hands-on experience in nonprofit operations, event management, and administration. Experience in music, arts, or education sectors a plus.
• Proven experience managing event logistics from start to finish.
• Strong budget tracking and financial processing skills.
• Excellent problem-solving skills with the ability to make quick, effective decisions in a fast-paced environment.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and in project management and CRM software (e.g., ClickUp, Salesforce, or similar).
• Must be fluent in Spanish and English (Portuguese a plus) with excellent written and verbal communication skills.
• Strong organizational skills and high attention to detail with the ability to prioritize, follow through, and meet deadlines.
• Exceptional customer service skills with a collaborative, positive attitude and commitment to teamwork.
• Ability to build and maintain strong working relationships with staff, board members, donors, and external partners.
• Availability and willingness to travel domestically and internationally as needed.

PHYSICAL DEMANDS FOR CERTAIN ROLES

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally required to stand, walk, and sit for long periods of time,