Senior Event Manager

Event Manager — The Beverly Hills Body Academy™ Location: Beverly Hills / Irvine, California Employment Type: Full-time, Salary (exempt) Position: Event Manager Reports To: CEO Employment Type: Full-Time Compensation: $ $72,000 – $82,000 per year annual base salary + performance bonus About Beverly Hills Body Academy™ Beverly Hills Body Academy™ is a premier educational platform bringing together leading plastic surgeons, physicians, industry partners, and medical professionals for high-level surgical education, live demonstrations, networking, and innovation. We are looking for an experienced, highly organized Event Manager to take ownership of the planning and execution of the Beverly Hills Body Academy and deliver a world-class experience for faculty, attendees, sponsors, and partners. Position Overview The Event Manager will be responsible for managing the event from initial planning through final execution and post-event follow-up . This is a hands-on leadership position requiring exceptional organization, attention to detail, communication, vendor management, budgeting, and the ability to manage multiple priorities under tight deadlines. The Event Manager will serve as the central point of accountability for the entire event , coordinating leadership, faculty, sponsors, vendors, production teams, venues, and attendees. Key Responsibilities Event Planning & Project Management Develop and manage the complete event master plan and timeline. Create detailed project schedules, deadlines, checklists, and ownership assignments. Coordinate all departments involved in producing the Academy. Lead weekly planning meetings and provide clear progress reports to leadership. Identify potential problems early and develop contingency plans. Ensure all event deliverables are completed on schedule. Venue & Operations Manage relationships and negotiations with hotels, venues, conference facilities, and other event locations. Coordinate room layouts, registration areas, classrooms, stages, sponsor areas, networking spaces, and VIP areas. Manage food and beverage requirements. Coordinate signage, furniture, equipment, internet, power, security, transportation, and other operational requirements. Develop detailed event-day run-of-show documents. Faculty & VIP Management Coordinate communication with participating surgeons, faculty members, moderators, speakers, and VIP guests. Manage faculty schedules and participation requirements. Coordinate flights, hotels, ground transportation, and hospitality when required. Collect presentations, biographies, headshots, disclosures, and other required materials. Ensure faculty receive a premium and highly organized experience. Attendee Experience Oversee attendee registration and communication. Coordinate confirmation emails, schedules, event instructions, badges, and educational materials. Manage the on-site registration and check-in process. Ensure attendees receive exceptional service throughout the event. Manage attendee questions and resolve issues quickly. Sponsors & Exhibitors Coordinate sponsor and exhibitor participation. Track sponsorship commitments and deliverables. Manage booth locations, branding requirements, equipment, shipping, setup, and breakdown. Ensure all contractual sponsor benefits are delivered. Serve as the primary operational contact for sponsors before and during the event. Production & AV Coordinate with audiovisual and production companies. Manage stage requirements, microphones, screens, presentations, lighting, video playback, livestreaming, and recording. Coordinate photography and videography teams. Ensure presentations and media assets are collected and tested before the event. Conduct technical rehearsals when necessary. Marketing Coordination Work closely with the marketing team to ensure alignment between event operations and promotion, including: Faculty and sponsor announcements Social media and email campaigns Website updates Printed materials Signage and branding Photography and video requirements The Event Manager is not expected to personally create all marketing assets but is responsible for ensuring the marketing team has the information, deadlines, approvals, and materials required. Budget Management Develop and maintain the event budget. Obtain and compare vendor proposals. Negotiate pricing and contracts. Track deposits, invoices, payment deadlines, and final expenses. Identify opportunities to reduce costs without compromising event quality. Provide leadership with regular budget updates. Manage vendors and staff. Run the event according to the approved schedule. Coordinate faculty and speakers. Manage registration. Manage AV and production. Oversee sponsor requirements. Troubleshoot problems immediately. Ensure sessions begin and end on schedule. Maintain a professional and premium environment throughout the Academy. Post-Event Responsibilities Coordinate vendor closeout and final invoices. Collect attendee and faculty feedback. Review attendance and event performance. Confirm sponsor deliverables were completed. Organize event photos, videos, presentations, and documentation. Conduct a post-event review with leadership. Document improvements and recommendations for the next Academy. Qualifications 3–5+ years of professional event management experience. Experience managing conferences, medical meetings, luxury events, educational programs, or corporate events. Exceptional attention to detail. Strong vendor negotiation and management experience. Experience managing event budgets. Excellent written and verbal communication skills. Ability to confidently communicate with physicians, executives, sponsors, and VIP guests. Ability to manage multiple vendors and teams simultaneously. Strong problem-solving skills and ability to remain composed under pressure. Availability to work evenings and weekends surrounding major events. Ability to travel when required. Preferred experience includes medical conferences, surgical education, plastic surgery/aesthetics, live surgery programs, luxury hospitality, and sponsorship/exhibitor management. Compensatio n $72,000–$82,000 annual base salary + performance bonus The performance bonus will be tied to measurable outcomes such as successful event execution, budget management, attendee experience, sponsor fulfillment, registration targets, and overall Academy performance. Employer-sponsored health insurance Paid vacation Paid sick leave in accordance with California law Growth As performance is demonstrated, this role can expand into greater ownership of the marketing function — brand strategy, campaign leadership, budget authority, and management of creative resources — with a path toward senior marketing or leadership roles. Compensation is reviewed periodically based on performance, judgment, reliability, and business needs. Advancement and increases are not guaranteed. Full-time, on-site at our Irvine, CA office. Standard business hours with occasional evening or weekend work around product launches and industry events. What Success Looks Like Success means events launch on time, on budget, and at an exceptional standard . Faculty know exactly where they need to be, sponsors receive what they were promised, attendees receive a premium experience, and leadership has clear visibility into timelines, budgets, and risks. The Person We Are Looking For We are looking for someone who takes ownership . The right candidate does not simply wait for instructions. They anticipate what needs to happen, build the plan, communicate clearly, follow up relentlessly, and make sure every detail gets completed. Beverly Hills Body Academy™ should feel effortless to the attendee because the Event Manager has worked tirelessly behind the scenes to make every detail intentional, organized, and exceptional. Beverly Hills Body Academy™ is an equal opportunity employer. We consider all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, ancestry, age, disability, medical condition, genetic information, marital status, military or veteran status, reproductive health decision-making, or any other characteristic protected by federal, state, or local law. We provide reasonable accommodations to applicants and employees with disabilities and for religious observance. If you need an accommodation to participate in the application or interview process, contact : View email address on click.appcast.io. We will consider qualified applicants with arrest and conviction records in accordance with the California Fair Chance Act. Any conviction history will be considered only after a conditional offer of employment. This position is at-will. Nothing in this posting constitutes a contract of employment or a guarantee of continued employment, hours, or compensation. #J-18808-Ljbffr The Beverly Hills Body Academy™