Senior Event Manager

ENGAGE Business Events; United States; On-site; USD 75,000 - 110,000; Full time

Job summary

ENGAGE Business Events is seeking an experienced Program Manager to lead planning and execution of corporate events from signed contracts through reconciliation. You will coordinate clients, vendors, onsite staff, and logistics to ensure flawless programs and exceptional attendee experiences.

Join a team that values strong communication, meticulous planning, and proactive problem solving. Regular travel to client sites and venues is expected across the United States.

Qualifications

• Strong organizational skills and attention to detail, with the ability to manage several programs at once.
• Solid understanding of hotel contracts, food and beverage, and event logistics.
• Comfort managing budgets and working with vendors, with the ability to set clear expectations and hold partners accountable.
• A true hospitality mindset, with a knack for anticipating needs before anyone asks.
• A calm, confident problem solver who leads well under pressure.
• Excellent writing and speaking skills, with a warm, polished client presence.
• Comfortable using Microsoft Office, Google Suite, registration platforms, and standard CRM and project-management software.

Responsibilities

• Plan and run assigned programs from signed contracts through final reconciliation.
• Serve as the main day-to-day contact for clients, with clear and steady communication throughout planning.
• Serve as the main point of contact for all vendor partners on each assigned program.
• Lead onsite operations and staff so every program runs smoothly.
• Help build better planning tools and processes, and support contract event managers and newer team members.
• Take handoff from the Program Design team and turn approved proposals into detailed, workable plans.
• Build and manage timelines, run of show documents, staffing plans, rooming lists, and other planning tools.
• Track key program dates, including contract deadlines, attrition and cutoff dates, final counts, and payment due dates.
• Coordinate hotels, venues, transportation, food and beverage, production, entertainment, and event staff.
• Manage attendee registration, travel, and communication as needed.
• Manage event materials, shipping, and onsite supplies so everything arrives where and when it should.
• Support site visits and venue walkthroughs as needed.
• Serve as the day-to-day client contact for assigned programs, leading planning calls and status updates.
• Manage client expectations, timelines, and deliverables, and flag issues early.
• Prepare clear, organized client documents, such as program overviews, attendee updates, and production schedules.
• Offer ideas and recommendations based on experience and what has worked well on past programs.
• Lead client debriefs after each program and share feedback with the team.
• Serve as the main point of contact for all vendor partners on assigned programs, from handoff through final invoice.
• Share clear specs, timelines, and expectations so every vendor knows exactly what a great result looks like.
• Review BEOs, vendor confirmations, and invoices for accuracy before anything is approved.
• Track spending against the program budget and keep financial records accurate and up to date.
• Flag budget changes early and keep Sales and Program Design in the loop.
• Lead final program reconciliation and closeout.
• Build strong vendor relationships and hold partners to ENGAGE’s standards.
• Lead onsite operations, including setup, event flow, and breakdown.
• Hold briefings with staff and vendors before each program so everyone knows the plan and their role.
• Direct onsite staff and vendors and keep the run of show on track.
• Check in with the client daily onsite and keep them informed and confident.
• Make quick, smart decisions and solve problems before guests ever notice.
• Represent ENGAGE professionally with clients, attendees, and partners.
• Work with Sales and Program Design teams to make the move from proposal to planning seamless.
• Partner with Creative Services on signage, event materials, and guest experience details.
• Guide and support contract event managers and onsite staff.
• Share lessons learned after each program so the team keeps raising the bar.
• Help build planning templates, checklists, and processes, and join weekly team meetings to review upcoming programs.

Skills

Organizational skills

Attention to detail

Client relations

Communication (writing & speaking)

Problem solving under pressure

Hospitality mindset

Leadership

Budget management

Vendor management

Education

Bachelor’s degree preferred

Tools

Microsoft Office

Google Suite

CRM software

Project management software

Job description

• Plan and run assigned programs from signed contract through final reconciliation.
• Serve as the main day-to-day contact for clients, with clear and steady communication throughout planning.
• Serve as the main point of contact for all vendor partners on each assigned program.
• Lead onsite operations and staff so every program runs smoothly.
• Help build better planning tools and processes, and support contract event managers and newer team members.
• Take handoff from the Program Design team and turn approved proposals into detailed, workable plans.
• Build and manage timelines, run of show documents, staffing plans, rooming lists, and other planning tools.
• Track key program dates, including contract deadlines, attrition and cutoff dates, final counts, and payment due dates.
• Coordinate hotels, venues, transportation, food and beverage, production, entertainment, and event staff.
• Manage attendee registration, travel, and communication as needed.
• Manage event materials, shipping, and onsite supplies so everything arrives where and when it should.
• Support site visits and venue walkthroughs as needed.

Role Objectives

• Plan and run assigned programs from signed contract through final reconciliation.
• Serve as the main day-to-day contact for clients, with clear and steady communication throughout planning.
• Serve as the main point of contact for all vendor partners on each assigned program.
• Lead onsite operations and staff so every program runs smoothly.
• Help build better planning tools and processes, and support contract event managers and newer team members.

Essential Duties & Responsibilities

Program Planning & Logistics

• Take handoff from the Program Design team and turn approved proposals into detailed, workable plans.
• Build and manage timelines, run of show documents, staffing plans, rooming lists, and other planning tools.
• Track key program dates, including contract deadlines, attrition and cutoff dates, final counts, and payment due dates.
• Coordinate hotels, venues, transportation, food and beverage, production, entertainment, and event staff.
• Manage attendee registration, travel, and communication as needed.
• Manage event materials, shipping, and onsite supplies so everything arrives where and when it should.
• Support site visits and venue walkthroughs as needed.

Client Management

• Serve as the day-to-day client contact for assigned programs, leading planning calls and status updates.
• Manage client expectations, timelines, and deliverables, and flag issues early.
• Prepare clear, organized client documents, such as program overviews, attendee updates, and production schedules..
• Offer ideas and recommendations based on experience and what has worked well on past programs.
• Lead client debriefs after each program and share feedback with the team.

Budget & Vendor Management

• Serve as the main point of contact for all vendor partners on assigned programs, from handoff through final invoice.
• Share clear specs, timelines, and expectations so every vendor knows exactly what a great result looks like.
• Review BEOs, vendor confirmations, and invoices for accuracy before anything is approved.
• Track spending against the program budget and keep financial records accurate and up to date.
• Flag budget changes early and keep Sales and Program Design in the loop.
• Lead final program reconciliation and closeout.
• Build strong vendor relationships and hold partners to ENGAGE’s standards.

Onsite Leadership

• Lead onsite operations, including setup, event flow, and breakdown.
• Hold briefings with staff and vendors before each program so everyone knows the plan and their role.
• Direct onsite staff and vendors and keep the run of show on track.
• Check in with the client daily onsite and keep them informed and confident.
• Make quick, smart decisions and solve problems before guests ever notice.
• Represent ENGAGE professionally with clients, attendees, and partners.

Team Support & Collaboration

• Work with Sales and Program Design teams to make the move from proposal to planning seamless.
• Partner with Creative Services on signage, event materials, and guest experience details.
• Guide and support contract event managers and onsite staff.
• Share lessons learned after each program so the team keeps raising the bar.
• Help build planning templates, checklists, and processes, and join weekly team meetings to review upcoming programs.

Quality & Culture Expectations

Every ENGAGE team member is expected to:

• Act with integrity and a client-first mindset.
• Take initiative and adapt quickly in a fast-paced environment.
• Develop creative solutions to complex challenges.
• Contribute positively to team culture and continuously improve processes.

Qualifications

Education & Experience

• Bachelor’s degree preferred.
• 5+ years of experience planning and running meetings, corporate events, or incentive travel programs; agency experience is a plus.
• Proven experience leading programs onsite and managing client relationships directly.
• Experience with incentive or group travel programs, including air, hotel, and group activities, is a plus.

Knowledge, Skills & Abilities

• Strong organizational skills and attention to detail, with the ability to manage several programs at once.
• Solid understanding of hotel contracts, food and beverage, and event logistics.
• Comfort managing budgets and working with vendors, with the ability to set clear expectations and hold partners accountable.
• A true hospitality mindset, with a knack for anticipating needs before anyone asks.
• A calm, confident problem solver who leads well under pressure.
• Excellent writing and speaking skills, with a warm, polished client presence.
• Comfortable using Microsoft Office, Google Suite, registration platforms, and standard customer-management (CRM) and project-management software.

Travel Expectations

• Regular travel to lead programs onsite, which may include evenings and weekends.
• Client site visits and planning meetings as needed.
• Occasional travel for industry events or team meetings.

Physical Demands

• Standard office and event-site mobility requirements.
• Ability to travel, stand for extended periods, and lift up to 30 pounds when necessary.
• Work environment may include event venues, hotels, and office settings.