Event Management Lead

XCUTIVES INC.; New York (NY); On-site; USD 90,000 - 130,000; Full time

Job summary

XCUTIVES INC. seeks a highly skilled Event Management Lead with 13+ years of experience to plan, coordinate, and flawlessly execute corporate events, conferences, and trade shows.

This hands-on role partners with internal stakeholders, vendors, and cross-functional teams to deliver best-in-class experiences. The ideal candidate brings deep trade show execution knowledge, exceptional communication, and disciplined project management.

Qualifications

• 13+ years of experience in event planning or trade show management.
• Strong knowledge of event logistics and venue operations.
• Excellent project management and organizational skills.
• Exceptional communication and interpersonal abilities.
• Experience adhering to internal policies, procurement processes, and budgets.
• Ability to work on-site at events, including evenings or weekends (~30%).
• High attention to detail and delivering best-in-class experiences.

Responsibilities

• Plan and execute corporate events, conferences, and trade shows end to end.
• Develop timelines, run of show documents, and budget trackers.
• Coordinate with venues, vendors, and production partners.
• Ensure brand standards and internal policies across all events.
• Oversee on-site setup, attendee experience, and issue resolution.
• Handle post-event wrap-up including reporting and cost analysis.
• Maintain event templates and documentation for consistency.

Skills

Event planning

Trade show

Budget management

Vendor management

Project management

Communication

Stakeholder mgmt

On-site coordination

Education

Associates degree or BA in marketing

Job description

We are seeking a highly skilled and detail oriented Event Management Lead with 13+ years of experience to support the planning, coordination, and flawless execution of corporate events, conferences, trade shows, customer engagements, and internal programs. This individual will serve as a hands on planner responsible for end to end event logistics while collaborating closely with internal stakeholders, vendors, and cross functional teams.

The ideal candidate brings strong operational rigor, excellent communication skills, deep trade show execution knowledge, and a passion for delivering exceptional event experiences. While this is not a people management role, it requires someone who can independently manage complex projects, adhere to internal policies and procedures, contribute ideas, and thrive within a fast paced team environment.

Key Responsibilities

• Event Planning & Execution
• Support the full life cycle of events, including concept development, logistics planning, on site execution, and post event wrap up.
• Manage event timelines, project plans, run of show documents, and budget trackers.
• Ensure brand standards and internal policies/procedures are upheld across all event processes and documentation.
• Execute trade show logistics including booth coordination, exhibitor management, show services, shipping, asset tracking, and pre show/post show operations.
• Work with third party vendors (venues, production partners, promotional suppliers, printers, transportation providers, trade show contractors, etc.) to obtain competitive quotes and high quality services.
• Support contract review, negotiation, and invoice reconciliation.
• Maintain strong vendor relationships and ensure performance meets expectations.
• Stakeholder & Team Collaboration
• Participate in internal planning calls, providing clear updates and capturing action items.
• Support internal stakeholders through organized documentation, timely communication, and proactive follow through.
• Ensure alignment with internal compliance requirements, procurement processes, finance protocols, and operational standards.
• Logistics & Operations
• Prepare event materials including signage, floor plans, attendee guides, and printed collateral.
• Manage on site setup, execution, attendee experience, exhibitor needs, and real time issue resolution.
• Coordinate asset management, warehousing, and trade show booth logistics.
• Post Event Work
• Conduct post event wrap up including vendor reconciliation, event reporting, cost analysis, and lessons learned.
• Maintain event documentation, templates, and tools to support process consistency and adherence to internal policies.

Qualifications

• 13+ years of experience in event planning or trade show management, ideally in corporate or agency environments.
• Strong knowledge of event logistics, venue operations, and complex trade show coordination.
• Excellent project management and organizational skills; ability to manage multiple programs simultaneously.
• Exceptional communication and interpersonal skills.
• Experience managing and adhering to internal corporate
• policies, procedures, procurement processes, and budget guidelines.
• Ability to work on site at events, including evenings or weekends – around 30%.
• Calm under pressure, solutions oriented, and highly resourceful.
• High attention to detail and commitment to delivering best in class experiences.
• Associates degree or BA in marketing preferred.

Preferred Skills

• Experience with sponsorship fulfillment, budgeting, and cost management.
• Familiarity with production, staging, audiovisual, and trade show services terminology.
• Ability to adapt quickly in fast paced environments with shifting priorities.
• Creative mindset with an eye for enhancing the attendee and exhibitor experience.