Event Manager

Innovate Marketing Group; Pasadena (CA); On-site; USD 70,000 - 110,000; Full time

Job summary

Innovate Marketing Group in Pasadena, CA seeks an accountable, dynamic Event Manager who loves planning, production, experiential marketing, and design. You will lead complex projects from concept through onsite execution and post-event wrap, translating client objectives into detailed plans, timelines, and budgets.

You will manage multiple client projects, lead internal teams and vendors, and ensure exceptional service, creative execution, and profitability across events and activations.

Qualifications

• Minimum 5 years of professional event management, experiential marketing, or event production experience.

Responsibilities

• Manage accounts and serve as a primary day-to-day client contact, with responsibility for client retention and account growth.
• Lead end-to-end planning and production of events and experiential activations, from kickoff and concept development through onsite execution, load-out, reconciliation, and post-event wrap.
• Plan and lead creator events, conferences, galas, corporate and nonprofit events, holiday parties, experiential programs, brand activations, grand openings, launches, and other live experiences.
• Translate client objectives and creative concepts into detailed production plans, timelines, budgets, scopes, and execution strategies.
• Lead client and internal production meetings, vendor calls, site visits, walkthroughs, rehearsals, and pre-event briefings.
• Create and maintain production schedules, project timelines, run of show documents, staffing plans, load-in/load-out schedules, and onsite production plans.
• Develop and manage accurate event budgets, agency hours, expenses, vendor costs, change orders, and post-event reconciliation while protecting approved budgets and margin targets.
• Identify potential budget overruns and scope changes early and obtain appropriate approvals before additional costs are committed.
• Source, negotiate, contract, and manage venues and vendors, including scenic/fabrication, AV, lighting, catering, rentals, entertainment, staffing, transportation, security, printing, florals, and specialty vendors.
• Manage event logistics including permits, insurance/COIs, shipping, freight, deliveries, storage, venue requirements, transportation, security, installation, strike, and load-out.
• Collaborate with creative/design teams and review floor plans, renderings, signage, branded collateral, and production specifications for accuracy, feasibility, and brand alignment.
• Lead onsite execution, directing staff, vendors, and production teams while troubleshooting challenges in real time.
• Develop contingency plans for weather, vendor issues, venue restrictions, production delays, guest flow, and other event-day risks.
• Determine staffing needs, delegate responsibilities, conduct team briefings, and supervise staff and vendors.
• Plan local and national events and travel as needed for site visits, rehearsals, installations, and event execution.
• Conduct post-event debriefs and prepare event recaps, budget reconciliations, client follow-ups, key learnings, and recommendations.
• Continuously improve production processes, templates, workflows, and vendor management.
• Develop strong vendor partnerships and identify opportunities to grow existing client accounts.
• Support new business through strategic outreach, proposals, event concepts, and lead-generation opportunities.

Job description

Innovate Marketing Group is an award-winning brand experience agency that helps companies build deeper connections with their audiences through brand experiences, experiential marketing, creator programs, and live events. We combine strategic thinking with flawless execution to create moments that drive engagement, strengthen communities, and deliver measurable business impact.

We are a women-owned agency committed to inclusivity and believe diverse perspectives and backgrounds help us excel.

Our Core Values: Growth, Wow Service, Proactive, Innovation, Fun + Engagement, and Community. Pasted markdown

Job Description

About Us

Innovate Marketing Group is an award-winning brand experience agency that helps companies build deeper connections with their audiences through brand experiences, experiential marketing, creator programs, and live events. We combine strategic thinking with flawless execution to create moments that drive engagement, strengthen communities, and deliver measurable business impact.

We are a women-owned agency committed to inclusivity and believe diverse perspectives and backgrounds help us excel.

Our Core Values: Growth, Wow Service, Proactive, Innovation, Fun + Engagement, and Community. Pasted markdown

Job Description

We are seeking an accountable, dynamic, passionate, and solutions-oriented Event Manager who loves event planning, production, experiential marketing, and design.

The ideal candidate is highly organized, detail-oriented, creative, and results-driven, with the ability to lead complex projects from initial concept through onsite execution and post-event wrap.

You understand both the creative and operational sides of events and can translate client objectives and creative concepts into clear production plans, budgets, timelines, and memorable experiences.

You are comfortable managing multiple concurrent client projects, leading internal teams and vendors, communicating directly with clients, and making sound decisions under pressure. You understand how to balance exceptional client service, creative execution, operational excellence, project scope, and profitability.

What You Own

Own assigned projects from kickoff through final reconciliation and debrief. Keep clients, internal teams, vendors, budgets, timelines, and production moving forward without constant direction.

Research options and bring recommended solutions when challenges arise. Use sound judgment when making independent decisions and recognize when escalation is necessary, particularly regarding safety concerns, client complaints, budget or scope changes, and risks to key deadlines.

Responsibilities

• Manage accounts and serve as a primary day-to-day client contact, with responsibility for client retention and account growth.
• Lead end-to-end planning and production of events and experiential activations, from kickoff and concept development through onsite execution, load-out, reconciliation, and post-event wrap.
• Plan and lead creator events, conferences, galas, corporate and nonprofit events, holiday parties, experiential programs, brand activations, grand openings, launches, and other live experiences.
• Translate client objectives and creative concepts into detailed production plans, timelines, budgets, scopes, and execution strategies.
• Lead client and internal production meetings, vendor calls, site visits, walkthroughs, rehearsals, and pre-event briefings.
• Create and maintain production schedules, project timelines, run of show documents, staffing plans, load-in/load-out schedules, and onsite production plans.
• Develop and manage accurate event budgets, agency hours, expenses, vendor costs, change orders, and post-event reconciliation while protecting approved budgets and margin targets.
• Identify potential budget overruns and scope changes early and obtain appropriate approvals before additional costs are committed.
• Source, negotiate, contract, and manage venues and vendors, including scenic/fabrication, AV, lighting, catering, rentals, entertainment, staffing, transportation, security, printing, florals, and specialty vendors.
• Manage event logistics including permits, insurance/COIs, shipping, freight, deliveries, storage, venue requirements, transportation, security, installation, strike, and load-out.
• Collaborate with creative/design teams and review floor plans, renderings, signage, branded collateral, and production specifications for accuracy, feasibility, and brand alignment.
• Lead onsite execution, directing staff, vendors, and production teams while troubleshooting challenges in real time.
• Develop contingency plans for weather, vendor issues, venue restrictions, production delays, guest flow, and other event-day risks.
• Determine staffing needs, delegate responsibilities, conduct team briefings, and supervise staff and vendors.
• Manage multiple events and accounts simultaneously while assigning clear ownership, deadlines, and expectations to coordinators, assistants, freelancers, and other team members.
• Plan local and national events and travel as needed for site visits, rehearsals, installations, and event execution.
• Conduct post-event debriefs and prepare event recaps, budget reconciliations, client follow-ups, key learnings, and recommendations.
• Continuously improve production processes, templates, workflows, and vendor management.
• Develop strong vendor partnerships and identify opportunities to grow existing client accounts.
• Support new business through strategic outreach, proposals, event concepts, and lead-generation opportunities.

Ideal Candidate Qualities

• Self-Starter & Independent: Takes initiative, finds answers, and moves projects forward with minimal direction while knowing when to escalate.
• Highly Organized & Detail-Oriented: Effectively manages complex projects, budgets, timelines, and deliverables while maintaining accuracy.
• Resourceful Problem Solver: Anticipates challenges, evaluates options, and recommends practical solutions.
• Effective Leader & Delegator: Provides teams and vendors with clear direction, ownership, deadlines, and follow-through.
• Excellent Communicator: Communicates professionally with clients, teams, vendors, and partners.
• Client-Focused: Builds strong relationships and prioritizes client satisfaction, retention, and account growth.
• Creative & Visually Minded: Understands event design, guest experience, branding, and visual presentation.
• Financially Minded: Understands budgets, scope, vendor costs, agency hours, change orders, margins, and profitability.
• Calm & Decisive Under Pressure: Handles emergencies, client concerns, vendor challenges, and last-minute changes professionally.
• Strong Prioritization & Time Management: Balances competing priorities, delegates appropriately, and communicates capacity concerns early.
• Continuous Improvement Mindset: Proactively improves processes, communication, efficiency, and execution.
• Tech-Savvy, Dependable & Accountable: Learns systems quickly, follows through on commitments, and delivers accurate work on time.
• Hands-On Team Player: Willing to support practical onsite needs while maintaining overall leadership and oversight.

What Success Looks Like

Project Delivery: Milestones are met, project documents remain current, and foreseeable risks are identified early with recommended solutions.

Financial Control: Budgets and agency hours remain current, scope changes receive appropriate approval, margin targets are met, and reconciliations are completed on time.

Team Leadership: Every workstream has clear ownership and deadlines, and supporting team members receive the direction and information needed to succeed.

Client Experience: Clients receive proactive communication and dependable follow-through. Concerns are addressed promptly, and post-event feedback is used to strengthen relationships and encourage repeat business.

Qualifications

• Minimum 5 years of professional event management, experiential marketing, or event production experience, including direct client management.
• Demonstrated experience independently leading complex events and programs with budgets of $250K+; experience managing larger programs strongly preferred.
• Experience with full-service production of conferences, galas, corporate events, creator/influencer events, brand activations, holiday parties, experiential programs, and launches preferred.
• Proven ability to manage events from concept through completion, including creative development, pre-production, onsite execution, and post-event wrap.
• Strong experience managing production budgets, timelines, run of shows, vendor scopes, and complex logistics.
• Demonstrated experience leading teams, delegating responsibilities, and managing multiple projects simultaneously.
• Experience managing venues and vendors across scenic/fabrication, AV, catering, rentals, staffing, entertainment, transportation, printing, and other production disciplines.
• Strong understanding of experiential marketing, event production/design, branded environments, and guest experience.
• Strong budgeting, cost management, negotiation, communication, presentation, and client-service skills.
• Demonstrated ability to resolve onsite emergencies, client issues, and last-minute changes.
• Ability to work occasional evenings/weekends and travel domestically as required.
• Proficiency in Microsoft Word, PowerPoint, and Excel.
• Experience with Monday.com, Dropbox, Eventbrite, AllSeated, and similar platforms is a plus.
• Ability to exercise sound judgment and discretion with confidential information.
• Bachelor's degree preferred.
• Third-party agency experience preferred