Lead Event Operations & Logistics

Emerald X; New York (NY); On-site; USD 70,000 - 80,000; Full time

Benefits offered by this job

Unlimited vacation

Flexible working locations

401(k) with company match

Medical/dental/vision coverage

Parental and caregiver leave

Job summary

Emerald X is seeking a motivated Event Operations Manager to lead the planning and execution of tradeshows and events in New York. You will collaborate with internal teams and external partners to manage budgets, logistics, and onsite operations, delivering exceptional experiences.

The role requires a collaborative leader who thrives in a fast-paced environment and embodies Emerald’s values of people, leadership, agility, commitment, and excellence. Occasional travel may be required.

Qualifications

• 3+ years of experience in event operations.
• Strong understanding of event planning principles and procedures.
• High emotional intelligence and calm under pressure.
• Organized and efficient across multiple shows with overlapping timelines.
• Proven experience leading a team and managing external partners.
• Able to create and manage event budgets.
• Proficient in Word, PowerPoint, Excel, Outlook; SmartSheet and A2Z a plus.

Responsibilities

• Plan and execute all assigned events and support others as needed.
• Develop show production timelines to coordinate all components.
• Facilitate pre-show and post-show meetings and participate in weekly show team meetings.
• Develop operations post-event assessments to document issues that inform future planning.
• Develop and maintain event budgets and expenses, including identifying cost saving measures.
• Manage budget revisions and monthly accruals.
• Maintain payment schedules and contractual deposits.
• Process vendor invoices for payment and reconcile credit card expenses in alignment with monthly deadlines.
• Create RFPs for ancillary vendors, review and analyze proposals and provide recommendations to leadership for vendor selection.
• Manage SOWs and schedules for core show partners, such as first aid, security and cleaning.
• Review facility and hotel contracts as required.
• Submit and monitor exhibit hall, registration, and special event floor plans.
• Coordinate all expo logistics, show design concepts, and signage with the General Service Contractor.
• Manage signage plans, graphic production, and onsite placement accuracy in collaboration with the Marketing and Creative teams.
• Oversee the production of the exhibitor service manuals, which outline all pertinent information, rules, and regulations for the show.
• Manage booth approvals and rule enforcement with exhibitors.
• Work closely with Sales and Marketing to develop Sponsorship opportunities and manage their fulfillment costs and logistics.
• Plan and manage lounges and specialty areas on the show floor.
• Collaborate internally on housing requirements for staff, VIP, speakers, etc., as required.
• Actively manage show housing in coordination with the housing agency and work collaboratively to ensure attrition is avoided.
• Lead onsite operations across move-in, show staging, and move-out, ensuring timelines, safety standards, and service requirements are met.
• Manage onsite vendors and coordinate with venue teams and Emerald colleagues to problem solve in real-time.
• Maintain exhibitor, sponsor, and attendee experience standards through active floor management and problem resolution.
• Ensure compliance with facility regulations, union requirements, and emergency procedures throughout the event.
• Document issues and opportunities for future events to be shared in post-event assessment.
• Ensure a positive and collaborative spirit is maintained in all interactions with colleagues, partners, and customers.

Skills

Event planning

Budget management

Vendor management

Onsite operations

Team leadership

Communication

Microsoft Office

Travel up to 50%

Tools

Microsoft Word

PowerPoint

Excel

Outlook

SmartSheet

A2Z

Job description

Emerald X is seeking a motivated Event Operations Manager to lead the planning and execution of tradeshows and events in New York. You will collaborate with internal teams and external partners to manage budgets, logistics, and onsite operations, delivering exceptional experiences.

The role requires a collaborative leader who thrives in a fast-paced environment and embodies Emerald’s values of people, leadership, agility, commitment, and excellence. Occasional travel may be required.