Special Events Manager

IMG Academy; Bradenton (FL); On-site; USD 65,000 - 90,000; Full time

Job summary

IMG Academy in Bradenton, FL is seeking a Special Events Manager to lead planning and execution of high-profile campus events and occasional off-site activities, including commencements, student check-ins, corporate and executive events.

You will supervise a events team, coordinate with multiple departments, manage budgets, vendor relations, and develop event workflows to deliver exceptional experiences across campus.

Qualifications

• Bachelor's degree in Business, Marketing, Hospitality, or a related field required.
• Minimum of 3 years of experience in event planning and management.
• Demonstrated ability to manage budgets and follow financial controls.
• Experience supervising or coordinating staff and vendors.
• Highly motivated self-starter with strong initiative and accountability.
• Excellent organizational and time-management skills with the ability to adapt to changing priorities and meet deadlines.
• Proven ability to collaborate effectively with diverse teams, executives, vendors, and external partners.
• Strategic thinker capable of learning existing processes and identifying opportunities for improvement.
• Strong written and verbal communication skills with the ability to present information to a variety of audiences.
• Comfortable learning and using multiple digital platforms, including hotel management systems, SAP, and venue scheduling tools.

Responsibilities

• Lead planning and execution of events across campus and off-site locations.
• Develop and manage event timelines, agendas, and activities for groups.
• Ensure adherence to SOPs, timelines, and resource allocation.
• Provide leadership, coaching, and management to event staff and interns.
• Coordinate with Academics and Student Engagement for student-related events.
• Prepare event paperwork, budgets, and vendor agreements; manage reimbursements and POs.
• Oversee venue setups, AV, décor, and rental items.
• Support sponsorship activations and partner events; liaise with internal teams.

Skills

Event planning

Budget management

Staff supervision

Communication

Project management

Education

Bachelor's degree in Business/Marketing/Hospitality or related field

Tools

SAP

Hotel management systems

Venue scheduling tools

Job description

The Special Events Manager will serve as lead for planning and executing special events across campus, and occasionally at off-site locations, including, but not limited to, academic events such as Commencement and Student Check-ins, corporate events, executive and employee events, non-sports camps, and other special events as they arise. This role will also assist in the planning and execution of high-profile student engagement events such as Homecoming and Prom. The Campus Special Events Manager will be responsible for leading and supervising other Campus Special Events team members.

Key Responsibilities

• Work collaboratively with internal departments to plan, execute, and wrap-up each event, with an emphasis on quality, strategic expense management, and continual elevation and improvement
• Execute events with high-level standard of excellence and customization, building out timelines, agendas, and activities for groups that create unrivaled experiences
• Follow standard operating procedures and best practices in project management to clearly delegate tasks, adhere to timelines, and ensure all resources are secured
• Provide leadership, coaching, and management to other department members, such as Coordinators, Assistants, Part Time Crew, and Interns to maximize their effectiveness and help them develop and grow professionally.
• Partner with Academics and Student Engagement to plan IMG Academy Student & Parent related events (ex: Commencement, Commitment Ceremony, Check-in, etc.)
• Craft event orders, itineraries, maps, RACI forms, project trackers and other event paperwork as needed
• Oversee venue setups, including seating, Audiovisual equipment, décor, and rental items
• Support business development team with the execution of corporate sponsorships and IMG Academy business partners' activations
• Facilitate internal communication between Group & Team Sales, Food & Beverage, Sponsorship, Marketing, Corporate Communications, and Transportation teams to streamline processes and work collectively to execute event experiences
• Work cross departmentally to assist with IMG A owned events, team training and 3rd party as directed
• Work with Accounting department to manage budgeting and finance processes for each event, including performing financial reconciliations, processing invoices, budget reviews, and purchase orders
• Research and secure vendors by event needs, using comparative shopping to maximize ROI and value
• Perform record keeping tasks and create recap documents for each event
• Monitor industry best practices in events and hospitality to understand current trends and elevate experiences
• Perform other duties as assigned

Qualifications:

• Bachelor's degree in Business, Marketing, Hospitality, or a related field required.
• Minimum of 3 years of experience in event planning and management.
• Demonstrated ability to manage budgets and follow financial controls.
• Experience supervising or coordinating staff and vendors.
• Highly motivated self-starter with strong initiative and accountability.
• Excellent organizational and time-management skills with the ability to adapt to changing priorities and meet deadlines.
• Proven ability to collaborate effectively with diverse teams, executives, vendors, and external partners.
• Strategic thinker capable of learning existing processes and identifying opportunities for improvement.
• Strong written and verbal communication skills with the ability to present information to a variety of audiences.
• Comfortable learning and using multiple digital platforms, including hotel management systems, SAP, and venue scheduling tools.

Preferred:

• Experience managing and planning experiences for an array of corporate clients

Physical Demands and Work Environment:

• Ability to lift, move,push,and pull equipment or boxesin excess of40lbs.
• Ability to perform the physical aspects of event set up, tear down and execution
• Should be able to handle outdoor temperatures for a reasonableperiod of time
• Must be able to move around campus which includes gym, turf, fields, etc.
• Ability to work flexible hours to include nights, weekends and holidays isrequired