Event Operations Manager

Rippling, Inc.; Los Angeles (CA); On-site; USD 65,000 - 105,000; Full time

Job summary

Pasona N A, based in Los Angeles, seeks an Event Operations Manager to oversee JAPAN HOUSE LA events, handle guest services, and coordinate cross-department tasks. The role requires strong organizational skills and the ability to manage multiple events from planning to execution.

Responsibilities include venue sourcing, AV coordination, staffing, post-event reporting, and vendor relations. Proficiency in Japanese and English is essential, with experience in surveys and newsletters advantageous.

Qualifications

• A bachelor's degree is required.
• Business, Hospitality Management, or a relevant field is preferred.
• Seven years of related work experience required if no degree.
• At least three years of event management experience.
• At least one year of dining services experience.
• Basic knowledge of AV equipment setup.
• Ability to lift at least 30 lbs.

Responsibilities

• Manage venue sourcing, seminar setup, guest lists, seating, and run-of-show for events.
• Coordinate pre-event planning and communicate requirements across departments.
• Create event orders and relay needs to associates and departments.
• Collect information from event team, clients, and stakeholders for planning.
• Oversee on-the-day event operations and vendor coordination.
• Observe operations and identify areas for improvement.
• Create websites and registration flows; manage surveys and communications.
• Maintain event newsletters and update contact databases.

Skills

Event management

Vendor management

Bilingual Japanese/English

Microsoft Office

SurveyMonkey

Swoogo

MailChimp

Zoom Webinar

Education

Bachelor's degree

Hospitality Management or Business preferred

Tools

AV fundamentals

Job description

Based on our philosophy at the Pasona Group of solving the problems that society faces, our mission at Pasona N A is to support customers and job seekers in finding success in the U.S. Our goal is to be partners in the success of both companies that are expanding into the U.S. as well as job seekers. We feel a determination and sense of duty and are not afraid of taking on any challenge in order to achieve our goal.

Position: Event Operations Manager

Reports to: Senior Event Operations Manager

POSITION SUMMARY:

The Event Operations Manager plays a crucial role in ensuring the success of events and is responsible for managing operations of diverse JAPAN HOUSE Los Angeles events (Hosted, Co-Hosted, Cooperative, and Rental) and customer/visitor services related to events. Coordination and oversight of all aspects of events will be the manager's responsibility in collaboration with other departments. Exceptional organizational skills are required, as well as the ability to manage multiple projects simultaneously and predict and determine the next step.

REPRESENTATIVE RESPONSIBILITIES:

Event-Related Functions:

• Manage various aspects of events, such as venue sourcing, online seminar platform setup, guest lists, room setups, seating, vendor/speaker payments, audiovisual, catering, staffing, and run-of-the-show management.
• Assist with pre-event planning and coordination under the direction of the Senior Liaison Manager.
• Create event orders and communicate the requirements of events to other JHLA associates and departments to ensure flawless execution based on the needs of each event.
• Collect all the necessary information and materials from the event team, clients, and stakeholders. Among them are coordination, staffing, the run-of-the-show schedule, presentation materials, and information about other events occurring in the surrounding area, especially within Ovation Hollywood.
• Oversee events on the day of, including problem-solving, welcoming guests, directing event set-up, communicating with staff, organizing vendors, and managing breakdown.
• Observe day-to-day activities and identify areas for improvement.

PR/Marketing-Related Functions:

• Create event websites, registration websites, and corresponding follow-up emails based on the unique needs of each event and monitor and manage registrations/RSVPs.
• Work with PR/Marketing and Planning teams to create surveys for each event and exhibition. Gather, tally, and distribute survey results.
• Work closely with the PR/Marketing team to create and send out newsletter and event announcement emails.
• Maintain and update JHLA’s contact database and newsletter subscribers.

Administrative:

• Create and distribute post-event/online seminar reports, including attendee statistics, survey results, summaries, and images.
• Create, edit, and review presentation materials for events including slides, photos, videos, etc.
• Monitor and record KPIs related to the event operations.
• Provide a facility tour of JAPAN HOUSE Los Angeles to vendors and partners.

KNOWLEDGE AND COMPETENCIES:

• Ability to communicate accurately and clearly both verbally and in writing in Japanese and English.
• Be able to communicate effectively with clients and stakeholders in either language.
• Anticipate and plan for a variety of scenarios.
• Possess superior organizational skills.
• Possess excellent critical thinking skills.
• Can work efficiently and effectively during stressful times.
• Possess outstanding vendor and client management skills.
• Can interact effectively and professionally with various stakeholders.
• Ethical / Honest - evidence of the practice of high-level confidentiality.
• Service-oriented and initiative-taking – does what it takes to meet expectations.
• A self-starter who can make decisions within the responsibilities this position encompasses.
• Experience with SurveyMonkey, Swoogo, MailChimp, and Zoom Webinar is a plus. Must be highly technical and interested in learning the latest applications.
• Ability to utilize Microsoft Office including Word, Excel, Outlook, PowerPoint, Project, Adobe Reader and other standard office applications.
• On occasion, the position requires extended hours and weekends to meet deadlines.

EXPERIENCE, EDUCATION, CERTIFICATION:

• A bachelor's degree is required. Business, Hospitality Management, or a relevant field is preferred. Otherwise, a minimum of seven years of work experience in related fields is required.
• At least three years of experience in event management.
• At least one year of experience in dining services.
• The basic knowledge of standard audio-visual equipment setup.
• Ability to lift at least 30 lbs. without assistance.

The above statements describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required by employees in this position. Employees are expected to be flexible and responsive to changes in the scope of their duties. Furthermore, they do not establish a contract for employment and are subject to change at the discretion of the company. All employees are expected to be familiar with and adhere to Pasona/JAPAN HOUSE Los Angeles Handbook Policies and Procedures.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.