Event Manager, Hospitality

About the Role 

As the Event Manager, Hospitality (food and beverage, branding, production, talent appearances, etc.),
your contribution to the organization will be to deliver an exceptional guest experience at established financial margins for your portion of events assigned under your umbrella and to support overall initiatives to provide outstanding guest experiences at all events globally.  

Who You Are

Achieving this will require being: 

• Self-driven curiosity and initiative to learn our department, company, and event intricacies as well as existing systems, technology, and processes. 

• Willing and comfortable to ask questions and build relationships independently. 

• High proficiency in time management, deadline management, and attention to detail. 

• Thriving in an ever-changing, collaborative, team environment. 

 Performance will be evaluated on: 

• Accuracy and timeliness of work completion for you and your report(s). 

• Consistency in collaborating and supporting the global team. 

• Direct report(s), peer, and manager feedback. 

• Guest experience feedback for assigned functions. 

• Financial delivery to the budget for assigned functions. 

Reports to: Senior Events Manager (Hospitality or Logistics) 

Core Responsibilities 

Guest Experience and Event Management  

• Responsible for the planning and on-site delivery of your function (hospitality/logistics) for 12+ events annually ranging from 200 to 12,000 guests per event beginning with event launch up to a year in advance of event date. 

• Event planning includes (but is not limited to) and varies by your function: 

• • Designing and producing cohesive, brand-aligned, and engaging hospitality spaces in collaboration with Marketing/Creative and vendors including branding, décor, live activations, furniture, room diagrams, etc. 

• • Creating detailed run of show documentation to ensure a seamless guest experience considering appearances, entertainment, live sporting schedules, guest movement, mealtimes, etc. 

• • Coordinating with the internal graphic design team to produce required assets such as credentials, signage, large format graphics, etc. 

• • Significant amount of scheduling and timeline management for both guests and staff across hospitality, tours, and experiences, etc. 

• • Vendor/supplier selection, negotiation, contracting, and ongoing management for services such as food and beverage, production, appearances, staffing services, gifts, etc. 

• • • Ensuring goods and services are delivered in accordance with the contract. 

• • Obtaining appropriate permits, licenses, and contracts required to deliver the event. 

• • Providing information and collaborating with Guest Services and Guest Communications to ensure guests receive proactive and accurate information about their experience. 

• • Work collaboratively with internal departments to ensure execution aligns to internal requirements such as Event Programs Management, Marketing/Creative, Sales, Partner Management, and Product Management.
    
• On-site delivery includes (but is not limited to) and varies by your function: 
  • Manage and support preparation and set-up activities such as overseeing vendors/suppliers, moving equipment, freight, setting up meeting and hospitality spaces, etc. 
    • Manage and support preparation and set-up activities such as overseeing vendors/suppliers, moving equipment, freight, setting up meeting and hospitality spaces, etc
      
• Identifying opportunities in all facets of the guest journey to improve the guest experience, create efficiency, and to otherwise elevate our services, processes, and interactions with guests. 

 Leadership and Personnel Management 

• Lead 1+ direct report(s). 

• Setting objectives and prioritizing tasks for you and your report(s) to ensure successful delivery and execution of the event based on the event planning responsibilities above. 

• Ensure accuracy and timely completion of your report(s) and deliverables. 

• Hands-on career development and coaching of your report(s). 

• Focus on the team dynamic and encourage collaboration. 

Financial Management 

• Accountable for your assigned portion(s) of the budget for your assigned events; equally holding your team accountable for budget management. 

• Maximize budget utilization through negotiation and internal collaboration. 

• Ensure accurate and timely tracking of planned and confirmed expenses. 

• Tightly manage your own on-site expenses and inspire fiscal responsibilities in fellow travelers.  

• Collaborate with department leaders to understand sales projections and any required budget adjustments. 

Basic Qualifications 

Work Experience, Education, and Skills 

• 4+ years’ progressive experience in event planning and management. 

• Live/sporting events experience preferred. 

• 1+ years’ experience leading people. 

• Full-time, direct reports preferred. 

• Direct experience managing budgets of at least 150K USD. 

• Bachelor’s degree or higher in Hospitality Management, Business, Marketing, or related field. 

• Proficient computer skills, including but not limited to Excel, CRM software, and project management tools. 

• Bi/multilingual preferred.  

Interpersonal Skills and Traits 

• Ability to multitask in a fast-paced, deadline driven environment. 

• Strong time management and prioritization skills. 

• Highly adaptable and comfortable making decisions in new or changing situations. 

• Detail-oriented and results-driven. 

• Innovative problem solving. 

• Collaborative and comfortable building relationships. deadline-driven

Physical

• Prolonged periods sitting at a desk and working on a computer. 

• Extensive walking and standing for periods greater than 12 hours while at events. 

• Must be able to lift to 30 pounds. 

• Full-time in-person based in the Charlotte, NC office. 

• Requires flexibility to work long hours and weekends, as needed, in addition to having the ability to travel up to 50% - targeted travel 18-25%. 

• Willing and eligible to travel internationally. 

• Eligible to work in the United States.