Senior Event Manager

Jobrapido; Worcester (MA); Remoto; USD 90.000 - 120.000; Tempo pieno

Descrizione del lavoro

SET is seeking a Senior Event Manager to lead the planning, execution and post‑event analysis of domestic and international programs, aligning with client objectives and company goals. This role demands strategic leadership and hands‑on execution across travel, venues, and logistics.

You will manage budgets, vendor relationships, travel logistics, and on‑site operations to deliver a high‑touch guest experience while collaborating with Sales, Marketing, Finance and external partners.

Competenze

• Extensive experience leading complex, multi-day events.
• Strong vendor management, negotiation and contracting skills.
• Excellent cross-functional collaboration and leadership.

Mansioni

• Lead strategic planning and execution of domestic and international event programs.
• Confirm event dates and manage pre-/post-tour logistics.
• Research and secure venues, accommodations, and transportation.
• Coordinate site visits and evaluate spaces for capacity and accessibility.
• Establish room blocks and oversee accommodation management.
• Create comprehensive itineraries for partners/clients.
• Oversee vendor sourcing, negotiations, and contracts.
• Own event budgeting, forecasting, and reconciliation.
• Coordinate group travel logistics and on-site event management.
• Lead guest registration, VIP services, and post-event reporting.

Conoscenze

Event planning

Vendor management

Budgeting

Descrizione del lavoro

Title: Senior Event Manager

Location: Remote / Flexible

Reports to: Vice President of Guest Experience

Direct Reports: None

Position Summary: Senior Event Manager is responsible for the strategic planning, leadership, coordination, execution, and post-event evaluation of domestic and international events and travel programs for SET. This role owns the full event lifecycle, from program development, sourcing strategy, and contract negotiations through on-site leadership and final financial reconciliation, ensuring exceptional guest experiences, operational excellence, and strong business outcomes. The Senior Event Manager serves as a leader within the organization, partnering closely with Sales, Marketing, Finance, and external stakeholders to develop and deliver high-impact programs that align with client objectives and company goals. As a primary ambassador of the SET brand, this individual is accountable for driving a seamless, memorable, and elevated guest experience while proactively managing risk, budgets, vendor relationships, and event performance.

The ideal candidate is a highly organized, energetic, and relationship-focused professional with strong business acumen and extensive experience leading complex, multi-day programs involving transportation, accommodations, hospitality venues, merchandise, and partner/client engagement. This individual demonstrates exceptional leadership, sound judgment, financial expertise, and the ability to influence across teams while maintaining a hands‑on approach to execution. A collaborative mindset, commitment to excellence, and team‑first attitude are essential.

Job Responsibilities:

Event & Program Planning

• Lead strategic planning and execution of complex domestic and international event and travel programs, including development of event timelines, production schedules, and master project plans.
• Confirm event start/end dates and pre-/post-tour logistics.
• Research and secure venues, accommodations, restaurants, transportation providers, and hospitality spaces.
• Coordinate site visits and evaluate spaces for capacity, accessibility, and suitability.
• Establish room blocks and oversee accommodation management.
• Create comprehensive program itineraries for internal and external partners/clients.
• Maintain company centralized documentation for all event details.
• Partner with leadership to develop and research new program concepts and guest experience enhancements.
• Identify opportunities to improve event processes, efficiencies, and execution across programs.

Vendor & Contract Management

• Lead vendor sourcing, negotiations, and contracting with hotels, venues, transportation companies, caterers, merchandise vendors, and service providers.
• Review and manage contracts to ensure favorable terms and risk mitigation.
• Track deposits, payment schedules, and cancellation policies.
• Serve as primary relationship manager for key vendor partners, fostering strong and strategic working relationships.
• Ensure vendors meet service expectations, timelines, and compliance standards.

Budgeting & Financial Oversight

• Own event financial performance, including development, forecasting, management, and reconciliation of program budgets.
• Track revenue and expenses throughout the planning lifecycle.
• Process invoices, monitor commission payments, and submit required documentation.
• Reconcile final billing with vendors and internal accounting.
• Prepare financial summaries and close‑out reports.
• Identify cost‑saving opportunities while maintaining program quality.

Travel & Logistics Coordination

• Coordinate group air, ground transportation, and transfers.
• Arrange airport shuttles and arrival/departure manifests.
• Manage bus assignments, driver logistics, parking, and routing.
• Oversee ticket distribution and credential management.
• Coordinate merchandise orders and delivery schedules.
• Ensure compliance with local regulations and venue requirements.
• Develop contingency plans and proactively mitigate operational risks related to travel, transportation, and event logistics.

Guest Experience & Registration

• Lead as the face of SET with professionalism, friendly disposition, and a passion for the guest and brand position.
• Oversee guest registration processes and tracking.
• Manage guest communications including confirmations, itineraries, and event updates.
• Oversee VIP hospitality strategies and services ensuring a high‑touch and personalized guest experience.
• Develop welcome materials, on‑site signage, and event collateral as requested.
• Ensure a seamless and high‑touch guest experience from arrival through departure and build lasting relationships with both the clients and the guests.

Marketing & Communication Support

• Collaborate with Marketing and Sales teams to align event strategy, positioning, pricing and attendee communications.
• Provide content and timelines for promotional materials.
• Coordinate with internal teams on event announcements and updates.
• Track attendance metrics and engagement data, provide insights from guest feedback.

On‑Site Event Management

• Serve as the senior on‑site leader for allocated domestic and international programs
• Responsible for overall event performance, decision‑making, risk mitigation, and staff management.
• Provide friendly, concierge level guest interaction.
• Manage hospitality areas, food & beverage service, and event flow.
• Troubleshoot issues in real time and implement contingency plans.
• Ensure safety protocols and brand standards are upheld.
• Maintain daily reconciliation of expenses and operational updates.

Post‑Event Reporting & Close‑Out

• Conduct post‑event debriefs and collect team feedback.
• Analyze guest survey results and other feedback and share insights and ideas with leadership.
• Reconcile final vendor invoices and outstanding payments.
• Track commissions and submit necessary billing.
• Compile final event reports, including financial pe.