Job Description
Title: Senior Event Manager
Location: Remote / Flexible
Reports to: Vice President of Guest Experience
Direct Reports: None
Position Summary:
Senior Event Manager is responsible for the strategic planning, leadership, coordination, execution, and post-event evaluation of domestic and international events and travel programs for SET. This role owns the full event lifecycle, from program development, sourcing strategy, and contract negotiations through on-site leadership and final financial reconciliation, ensuring exceptional guest experiences, operational excellence, and strong business outcomes. The Senior Event Manager serves as a leader within the organization, partnering closely with Sales, Marketing, Finance, and external stakeholders to develop and deliver high-impact programs that align with client objectives and company goals. As a primary ambassador of the SET brand, this individual is accountable for driving a seamless, memorable, and elevated guest experience while proactively managing risk, budgets, vendor relationships, and event performance.
The ideal candidate is a highly organized, energetic, and relationship-focused professional with strong business acumen and extensive experience leading complex, multi-day programs involving transportation, accommodations, hospitality venues, merchandise, and partner/client engagement. This individual demonstrates exceptional leadership, sound judgment, financial expertise, and the ability to influence across teams while maintaining a hands-on approach to execution. A collaborative mindset, commitment to excellence, and team-first attitude are essential.
Job Responsibilities:
Event & Program Planning
o Lead strategic planning and execution of complex domestic and international event and travel programs, including development of event timelines, production schedules, and master project plans.
o Confirm event start/end dates and pre-/post-tour logistics.
o Research and secure venues, accommodations, restaurants, transportation providers, and hospitality spaces.
o Coordinate site visits and evaluate spaces for capacity, accessibility, and suitability.
o Establish room blocks and oversee accommodation management.
o Create comprehensive program itineraries for internal and external partners/clients.
o Maintain company centralized documentation for all event details.
o Partner with leadership to develop and research new program concepts and guest experience enhancements.
o Identify opportunities to improve event processes, efficiencies, and execution across programs.
Vendor & Contract Management
o Lead vendor sourcing, negotiations, and contracting with hotels, venues, transportation companies, caterers, merchandise vendors, and service providers.
o Review and manage contracts to ensure favorable terms and risk mitigation.
o Track deposits, payment schedules, and cancellation policies.
o Serve as primary relationship manager for key vendor partners, fostering strong and strategic working relationships.
o Ensure vendors meet service expectations, timelines, and compliance standards.
Budgeting & Financial Oversight
o Own event financial performance, including development, forecasting, management, and reconciliation of program budgets.
o Track revenue and expenses throughout the planning lifecycle.
o Process invoices, monitor commission payments, and submit required documentation.
o Reconcile final billing with vendors and internal accounting.
o Prepare financial summaries and close-out reports.
o Identify cost-saving opportunities while maintaining program quality.
Travel & Logistics Coordination
o Coordinate group air, ground transportation, and transfers.
o Arrange airport shuttles and arrival/departure manifests.
o Manage bus assignments, driver logistics, parking, and routing.
o Oversee ticket distribution and credential management.
o Coordinate merchandise orders and delivery schedules.
o Ensure compliance with local regulations and venue requirements.
o Develop contingency plans and proactively mitigate operational risks related to travel, transportation, and event logistics.
Guest Experience & Registration
o Lead as the face of SET with professionalism, friendly disposition, and a passion for the guest and brand position.
o Oversee guest registration processes and tracking.
o Manage guest communications including confirmations, itineraries, and event updates.
o Oversee VIP hospitality strategies and services ensuring a high-touch and personalized guest experience.
o Develop welcome materials, on-site signage, and event collateral as requested.
o Ensure a seamless and high-touch guest experience from arrival through departure and build lasting relationships with both the clients and the guests.
Marketing & Communication Support
o Collaborate with Marketing and Sales teams to align event strategy, positioning, pricing and attendee communications.
o Provide content and timelines for promotional materials.
o Coordinate with internal teams on event announcements and updates.
o Track attendance metrics and engagement data, provide insights from guest feedback.
On-Site Event Management
o Serve as the senior on-site leader for allocated domestic and international programs
o R esponsible for overall event performance, decision-making, risk mitigation, and staff management.
o Provide friendly, concierge level guest interaction.
o Manage hospitality areas, food & beverage service, and event flow.
o Troubleshoot issues in real time and implement contingency plans.
o Ensure safety protocols and brand standards are upheld.
o Maintain daily reconciliation of expenses and operational updates.
Post-Event Reporting & Close-Out
o Conduct post-event debriefs and collect team feedback.
o Analyze guest survey results and other feedback and share insights and ideas with leadership.
o Reconcile final vendor invoices and outstanding payments.
o Track commissions and submit necessary billing.
o Compile final event reports, including financial performance and recommendations.
o Lead continuous improvement initiatives and best practices for allocated programs to enhance future execution.
o Ensure return of company assets and event materials from on-site staff.
Job Qualifications & Requirements:
Education:
Bachelor’s Degree required, with concentration in Business, Sports Management, Hospitality or related field preferred.
Experience :
o 6–10+ years of progressive experience managing multi-day events, travel programs, or hospitality operations.
o Experience with event pricing, budget management, and contracts required.
o Experience interacting positively and professionally with guests, customers, travelers, etc.
o Experience with large-scale event planning and venues .
o Experience with sports & entertainment ticketing and concert production management preferred.
o Familiarity with reservation systems, contract negotiation, and event activation.
o Demonstrated experience leading cross-functional initiatives and managing multiple large-scale programs simultaneously.