Job Description

Event Operations Manager

Department: Commercial

Employment Type: Full Time

Location: New York

Compensation: $85,000 - $95,000 / year

Key Responsibilities

• Lead end-to-end operational planning and execution of flagship tradeshow, Legalweek, ensuring seamless delivery from pre-planning through onsite management and post-event wrap up.
• Develop and adhere to event plans and timelines, including internal and external deadlines, floor plans, and run-of-show documents.
• Coordinate and manage relationships internal and external resources, including venues, general service contractors, A/V vendors, electrical, security, and other material suppliers.
• Act as primary point of contact for clients – on-site and in advance of events – to gather client deliverables, secure client approvals, and provide a smooth client experience.
• Oversee exhibitor logistics including move-in/move-out, booth compliance, and onsite support.
• Coordinate all on-site logistics including on-site staff assignments.
• Be responsible for accurate and timely budgeting and reconciliation of events.
• Oversee the adherence to operational policies and procedures for the conference operations staff.
• Create staff housing list; manage all staff, speakers, suppliers and VIP hotel arrangements directly with our housing contractor.
• Order food and beverage for event attendees networking events and work with venue F&B vendor for retail options.
• Work with venue and vendors on various sponsorship opportunities and price out potential costs.
• Order event signage and work with general service contractor on additional event branding such as entrance units, hanging signs, and more.
• Develop and maintain event requirements for all vendors in event Letter of Instruction.
• Develop and maintain exhibitor/sponsor resource center.
• Oversee sponsorship fulfillment for any conference/event related items.
• Proof/edit promotional materials. Maintain pertinent event information on websites.
• Collaborate with Conference Event Operations Manager for all things Legalweek related.
• Collaborate with registration and event tech team to ensure successful deployment of onsite attendee experience.
• Oversee on-site setup and distribution of attendee goody-bags and/or giveaways (if applicable).
• Other responsibilities include end-to-end planning for non-tradeshow conferences/awards.
• Troubleshoot operational issues quickly and effectively under pressure.
• Analyze post-event metrics and feedback to identify operational improvements and lead post-event debriefs.
• Assist with various projects as assigned by Director, Event Operations.

Skills Knowledge and Expertise

• 2-5 years meeting planning/event operations experience with increasing levels of responsibility.
• Ambitious and proactive with a calm response to pressure.
• Excellent time management and multi-tasking skills to meet strict deadlines.
• Highly detail oriented and a self-starter.
• Able to work efficiently independently as well as part of a team.
• Highly polished written and verbal communication skills, including writing, proofreading skills.
• Excellent interpersonal skills both in person and by phone, with high professionalism.
• Strong record of customer service.
• Resourceful, creative problem solver.
• Easily adaptable to situations and changing event demands.
• Ability to travel to events as needed.

Benefits

• 15 vacation days, 12 company holidays, three personal days, one day to volunteer at the organization of your choice, plus a day off for your birthday each year
• Choice of three Cigna health insurance plans, two dental plans, and vision coverage.
• Health Savings Accounts (HSA) and Flex Spending Accounts (FSA)
• Comprehensive wellness program
• Employer paid life insurance
• Employer paid short-term and long-term disability insurance
• Accident and critical illness insurance
• 401K and Roth retirement savings plans with employer matching
• Employee Referral Awards
• Tuition reimbursement after 1 year of service
• Commuter Benefits