Event Operations Manager

POSITION SUMMARY

The Senior Operations Manager for Events plays a pivotal role in overseeing event logistics, managing budgets, sourcing venues, and optimizing departmental processes. This position is responsible for ensuring seamless client communication, maintaining budgetary control, and delivering post-event reports. The role involves extensive networking with vendors, venues, and staff to ensure flawless event execution. Strong financial acumen is essential, as the Senior Operations Manager will be tasked with staying within budget while continuously enhancing operational efficiency. The ideal candidate will have expertise in logistics, be skilled in tracking event progress, measuring success, and adapting swiftly to any challenges.

SUCCESS LOOKS LIKE

• Running events smoothly from start to finish due to identifying process improvements and implementing systems that allow the team to be more efficient
• Maintaining costs within the allocated budget while exceeding client expectations
• Providing insight from monthly reports and projections that allow leadership to make informed decisions, while post-event financial reconciliations are completed with accuracy and timeliness.

OBJECTIVES

• Create effective negotiating relationships with Vendors to ensure strategic logistical event planning to remain in budget
• Review budget performance regularly and identify areas for cost-saving opportunities without sacrificing quality. Proactively suggest adjustments to budget allocations based on previous event performance and market trends.
• Manage weekly Events Meeting agenda items, notifications, note taking, follow-up with team
• Process all event budget and travel reconciliations with corresponding events
• Identify potential risks for events and develop comprehensive contingency plans. Ensure that all team members are aware of protocols for addressing unexpected challenges, such as vendor cancellations, weather issues, or last-minute client requests.process from registration check-in through to VIP dinner(s)
• Source and build relationships with vendors that align with sustainability goals and diversity initiatives. Incorporate eco-friendly practices into event planning, from venue selection to event collateral.
• Communication with clients and internal team is clear, consistent, and professional, ensuring all parties are informed and aligned.
• Create and refine systems that allow the team to scale operations without sacrificing quality or increasing costs.
• Budgets are meticulously managed, with proactive communication to leadership about financial status and variance.
• Handle room block coordination and travel logistics efficiently and ensure all stakeholders meet deadlines and follow event policies

COMPETENCIES

• Possess strong financial acumen to allocate numerical values to generate event overview
• Proficient in managing and analyzing complex spreadsheets for budget tracking and event performance monitoring.
• Ability to negotiate contracts and identify any discrepancies or areas of opportunity to meet budget needs
• Knowledge of industry standards & costs in terms of venues, flights, F&B..etc.
• Proficient in Accounts Receivable processes, ensuring accurate reconciliation of post-event payments and timely financial reporting.
• Understand revenue numbers, targets for annual growth to structure events based on those targets
• Ability to forecast costs accurately, monitor expenditures, and identify cost-saving opportunities without compromising event quality.
• Expertise in managing vendor contracts and ensuring all services meet budgetary and operational requirements.

EDUCATION AND EXPERIENCE

• At least 3 years’ Event Management experience
• Degree in Hospitality Management or relevant field is preferred

TOTAL REWARDS

We offer a comprehensive benefits package for full-time employees that includes:

• Medical, dental, and vision for FT positions and their dependents
• Vacation and sick time policy that increases based on tenure with the company
• Three work from home days per month (4/month during June-August)
• Employee Assistance Program through Guardian
• 401k with Company match (estimated to launch in Q1 2025)
• Pet Insurance through SPOT for your amazing pets!
• Competitive parental leave policy: 100% paid - 8 weeks for primary caregiver, and 4 weeks for secondary caregiver 1 month remote for both
• Employee wellness initiatives including a 100% paid for gym membership and access to discounts on local meal prep services
• Professional Development through reimbursements for courses/certifications outside of company, and a Mentorship Program
• Continued Education: we provide team members complete access to our range of educational resources valued at over $250,000 in areas such as Sales, Operations, People, Finance and Marketing
• Uncapped Commission Potential: all of our team members have the opportunity to sell our Products/Services (and are trained on how to do so). We have several examples of non-sales team members earning well over $20,000 in annual commission

PHYSICAL REQUIREMENTS

• Prolonged periods sitting at a desk and working on a computer
• Weekend availability - up to 75%
• Travel requirements - up to 50%
• Ability to stand for long periods and manage physical setup activities during events.

COMMITMENT TO DIVERSITY

As an equal opportunity employer committed to meeting the needs of a multigenerational and multicultural workforce we recognize that a diverse staff, reflective of our community, is an integral and welcome part of a successful and ethical business. We hire local talent at all levels regardless of race, color, religion, age, national origin, gender, gender identity, sexual orientation or disability, and actively foster inclusion in all forms both within our company and across interactions with clients, candidates and partners.