Senior Event Manager

Job Description

Title:  Senior Event Manager

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Location: Remote / Flexible

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Reports to:  Vice President of Guest Experience

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Direct Reports: None

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Position Summary:

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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.

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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.

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Job Responsibilities: 

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Event & Program Planning

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o  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.

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o  Confirm event start/end dates and pre-/post-tour logistics.

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o  Research and secure venues, accommodations, restaurants, transportation providers, and hospitality spaces.

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o  Coordinate site visits and evaluate spaces for capacity, accessibility, and suitability.

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o  Establish room blocks and oversee accommodation management.

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o  Create comprehensive program itineraries for internal and external partners/clients.

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o  Maintain company centralized documentation for all event details.

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o  Partner with leadership to develop and research new program concepts and guest experience enhancements.

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o  Identify opportunities to improve event processes, efficiencies, and execution across programs.

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Vendor & Contract Management

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o  Lead vendor sourcing, negotiations, and contracting with hotels, venues, transportation companies, caterers, merchandise vendors, and service providers.

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o  Review and manage contracts to ensure favorable terms and risk mitigation.

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o  Track deposits, payment schedules, and cancellation policies.

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o  Serve as primary relationship manager for key vendor partners, fostering strong and strategic working relationships.

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o  Ensure vendors meet service expectations, timelines, and compliance standards.

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Budgeting & Financial Oversight

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o  Own event financial performance, including development, forecasting, management, and reconciliation of program budgets.

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o  Track revenue and expenses throughout the planning lifecycle.

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o  Process invoices, monitor commission payments, and submit required documentation.

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o  Reconcile final billing with vendors and internal accounting.

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o  Prepare financial summaries and close-out reports.

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o  Identify cost-saving opportunities while maintaining program quality.

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Travel & Logistics Coordination

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o  Coordinate group air, ground transportation, and transfers.

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o  Arrange airport shuttles and arrival/departure manifests.

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o  Manage bus assignments, driver logistics, parking, and routing.

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o  Oversee ticket distribution and credential management.

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o  Coordinate merchandise orders and delivery schedules.

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o  Ensure compliance with local regulations and venue requirements.

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o  Develop contingency plans and proactively mitigate operational risks related to travel, transportation, and event logistics.

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Guest Experience & Registration

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o  Lead as the face of SET with professionalism, friendly disposition, and a passion for the guest and brand position.

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o  Oversee guest registration processes and tracking.

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o  Manage guest communications including confirmations, itineraries, and event updates.

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o  Oversee VIP hospitality strategies and services ensuring a high-touch and personalized guest experience.

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o  Develop welcome materials, on-site signage, and event collateral as requested.

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o  Ensure a seamless and high-touch guest experience from arrival through departure and build lasting relationships with both the clients and the guests.

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Marketing & Communication Support

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o  Collaborate with Marketing and Sales teams to align event strategy, positioning, pricing and attendee communications.

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o  Provide content and timelines for promotional materials.

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o  Coordinate with internal teams on event announcements and updates.

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o  Track attendance metrics and engagement data, provide insights from guest feedback.

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On-Site Event Management

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o  Serve as the senior on-site leader for allocated domestic and international programs

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o  Responsible for overall event performance, decision-making, risk mitigation, and staff management.

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o  Provide friendly, concierge level guest interaction.

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o  Manage hospitality areas, food & beverage service, and event flow.

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o  Troubleshoot issues in real time and implement contingency plans.

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o  Ensure safety protocols and brand standards are upheld.

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o  Maintain daily reconciliation of expenses and operational updates.

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Post-Event Reporting & Close-Out

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o  Conduct post-event debriefs and collect team feedback.

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o  Analyze guest survey results and other feedback and share insights and ideas with leadership.

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o  Reconcile final vendor invoices and outstanding payments.

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o  Track commissions and submit necessary billing.

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o  Compile final event reports, including financial performance and recommendations.

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o  Lead continuous improvement initiatives and best practices for allocated programs to enhance future execution.

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o  Ensure return of company assets and event materials from on-site staff.

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Job Qualifications & Requirements:

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Education:

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Bachelor’s Degree required, with concentration in Business, Sports Management, Hospitality or related field preferred.

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Experience :

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o  6–10+ years of progressive experience managing multi-day events, travel programs, or hospitality operations.

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o  Experience with event pricing, budget management, and contracts required.

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o  Experience interacting positively and professionally with guests, customers, travelers, etc.

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o  Experience with large-scale event planning and venues.

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o  Experience with sports & entertainment ticketing and concert production management preferred.

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o  Familiarity with reservation systems, contract negotiation, and event activation.

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o  Demonstrated experience leading cross-functional initiatives and managing multiple large-scale programs simultaneously.