The Latin Recording Academy

Compensation

Full Description

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.