Live Events & Experience Manager

WhoWeAre Vanguard is a dynamic, growth-oriented electrical contractor with deep roots in New York City since 2007. We specialize in low voltage temperature controls and Building Management Systems (BMS), delivering smart, efficient solutions for commercial and industrial clients while focusing exclusively on intelligent building automation rather than traditional high-voltage electrical work. Following a strategic pivot during COVID, Vanguard expanded into Texas and has grown to more than 250 employees serving clients across New York City, Westchester County, Dallas-Fort Worth, Austin, San Antonio, and surrounding markets. As we continue to grow, we remain committed to building an exceptional culture where people are empowered to make an impact, solve problems, and contribute to something bigger than themselves. We believe operational excellence starts with great people, and we are looking for individuals who thrive in a fast-paced, collaborative environment. About the Role The Live Events & Experience Manager is responsible for creating exceptional experiences that strengthen Vanguard's culture, celebrate our people, and elevate our brand. This role oversees the planning and execution of company events, leadership retreats, employee appreciation programs, client experiences, marketing activations, and special projects from concept through completion. Every event should reflect Vanguard’s commitment to excellence while creating memorable experiences for employees, customers, and business partners. The ideal candidate is an experienced event professional who thrives in a fast-pace environment, enjoys balancing creativity with operational excellence, and has a passion for bringing people together. This individual is highly organized, detail-oriented, and comfortable managing multiple projects, budgets, vendors, and timeliness simultaneously. This position requires occasional travel and flexibility to support evening or weekend events throughout the year. Key Responsibilities Corporate Event Planning & Execution Lead the planning, coordination, and execution of all company-sponsored events from initial concept through post-event evaluation. Manage leadership retreats, employee off-sites, holiday celebrations, family events, grand openings, ribbon cuttings, customer appreciation events, and other company functions. Develop event timelines, production schedules, logistics plans, and detailed execution strategies that ensure every event is delivered with excellence. Serve as the primary on-site event lead, overseeing setup, execution, vendor coordination, troubleshooting, and event breakdown. Employee Experience & Company Culture Develop engaging experiences that strengthen company culture, celebrate employee achievements, and support organizational growth. Partner with Human Resources and executive leadership to create meaningful employee recognition programs and company celebrations. Identify opportunities to enhance the employee experience through creative programming and memorable events. Help ensure every Vanguard event reflects the company’s values, culture, and commitment to excellence. Budget & Financial Management Develop comprehensive event budgets while maintaining financial accountability throughout the planning process. Track all event expenses, vendor invoices, contracts, and purchase orders with accuracy and attention to detail. Prepare budget summaries and post-event financial reports for executive leadership. Identify cost-saving opportunities while maintaining the quality and experience expected at Vanguard events. Vendor & Venue Management Source, negotiate, and manage relationships with venues, caterers, entertainment providers, transportation companies, hotels, audiovisual partners, rental companies, photographers, and other event vendors. Negotiate pricing, contracts, and service agreements to maximize value and ensure exceptional execution. Maintain an organized database of preferred vendors, venues, contracts, and event resources. Marketing & Brand Experiences Coordinate logistics for marketing events, tradeshows, conferences, recruiting events, and community engagement opportunities. Partner with Marketing to ensure branding, signage, promotional materials, and event experiences align with Vanguard's brand standards. Manage branded merchandise, promotional products, employee gifts, and event collateral. Coordinate event communications, invitations, RSVP tracking, and attendee engagement. Travel & Logistics Coordinate travel arrangements, hotel accommodations, transportation, meeting space, and dining logistics for leadership retreats, company meetings, and special events. Build detailed event itineraries and logistics guides for attendees. Ensure every logistical detail is planned, communicated, and executed seamlessly. Project Management & Administration Manage multiple events simultaneously while balancing competing priorities and deadlines. Maintain detailed event documentation, timelines, vendor contracts, invoices, and post-event reports. Conduct post-event evaluations and implement continuous improvements for future events. Support executive leadership with special projects requiring event planning, logistics, or operational coordination. Qualifications 4+ years of corporate event planning, hospitality, meeting planning, or experience management. Demonstrated success planning and executing corporate events ranging from executive meetings to large employee celebrations. Exceptional project management and organizational skills. Experience managing budgets, negotiating vendor contracts, and coordinating multiple projects simultaneously. Strong communication and relationship-building skills. Proficiency with Microsoft Office365, Excel, PowerPoint, Outlook, and event planning software. Ability to work independently while maintaining exceptional attention to detail. Willingness to travel and work evenings or weekends as required by events schedules. Preferred Qualifications Experience planning executive retreats, company off-sites, or multi-day corporate events. Background in hospitality, luxury events, corporate meetings, or employee experience. Experience supporting executive leadership within a fast-growing organization. Familiarity with Canva, event registration software, project management platforms, and CRM systems. Bachelor's degree in Hospitality Management, Event Management, Marketing, Communications, Business Administration, or a related field preferred. Compensation & Benefits Base Salary: $80,000–$100,000 annually, commensurate with experience, qualifications, and demonstrated success. Bonus: Performance-based bonus tied to individual and company performance. Benefits Include: Comprehensive Medical, Dental & Vision Insurance 401(k) Paid Time Off Paid Holidays Professional Development Opportunities Career Advancement within a rapidly growing organization Why Join Us? Growth Opportunities: Lead and grow Vanguard's Executive Office while working directly with executive leadership, with clear opportunity for continued advancement as the company scales. Collaborative Culture: Join a team that values accountability, service, and operational excellence, where your leadership shapes how the Executive Office supports the entire organization. Meaningful Work: Your leadership will directly strengthen executive effectiveness and organizational efficiency at one of the fastest-growing building automation companies in the country. This job description is intended to describe the general nature and level of work being performed. It is not intended to be an exhaustive list of all responsibilities, duties, and skills required. Vanguard Maintenance and Electrical, Inc. reserves the right to modify this description at any time. #J-18808-Ljbffr Sunstall Inc.