Event Production and Operations Director

Job Description

Job Description

Event Production & Operations Director

Job Description

Role Overview

The Director of Event Operations oversees the planning, coordination, and execution of Summit & Speed events, including Willow Springs Reimagined, the FAT Ice Race, and the Big Sky Food & Wine Festival. This role leads event operations, field design, vendor management, safety and security coordination, guest experience, and financial oversight while partnering closely with sponsorship, sales, marketing, and executive leadership to deliver seamless events that support brand visibility, revenue growth, and operational excellence.

What You’ll Do

Event Planning, Field Design & Operations

• Partner with the Summit & Speed team to define the theme, layout, field design, and overall look for Willow Springs Reimagined, the FAT Ice Race, and the Big Sky Food & Wine Festival.
• Translate Summit & Speed directives into clear event layouts, field configurations, operating plans, and on-site execution standards.
• Plan and manage VIP areas, field flow, stage placement, signage, guest movement, food and beverage outlet placement, and other operational design elements.
• Develop and execute entrant and partner load-in and load-out plans that optimize field locations, traffic flow, and the overall event experience.

Vendor, Safety & Guest Experience Management

• Source, secure, and manage vendor contracts and relationships to ensure high-quality services are delivered on time and within budget.
• Manage field safety and security plans using third-party vendors and in-house personnel to support a safe, well-organized event environment.
• Select and coordinate presenters, special guests, entertainment, photographers, and other event contributors in partnership with internal teams.
• Provide event-day support to sponsors, internal operations, external partners, media, and guests to ensure smooth logistics and a polished experience.

Marketing, Communications & Partner Support

• Partner with the Sponsorship Sales Director and Sales and Marketing teams to maximize revenue opportunities and align event operations with partner commitments.
• Support the development of event content, collateral, video assets, visual materials, and marketing resources in coordination with internal departments and external partners.
• Coordinate media and influencer partnerships, credentialing, coverage tracking, and public relations support for Summit & Speed events.
• Maintain awareness of industry trends and share relevant insights to support event strategy, marketing alignment, and continuous improvement.

Team Leadership & Cross-Functional Collaboration

• Lead, mentor, and inspire a multidisciplinary team of event operations professionals and third-party vendors.
• Collaborate with sales departments, executive teams, internal stakeholders, and third-party partners to ensure event operations are coordinated, efficient, and aligned with company goals.
• Conduct pre-event briefings for staff and managers as needed to support clear communication and operational readiness.
• Assist CrossHarbor Capital entities with operational requests and event logistics as needed.

Financial, Administrative & Reporting Management

• Develop cost estimates and budgets, monitor event activities and services against financial requirements, and ensure resources are used cost-effectively.
• Review bills, invoices, statements, contracts, letters, and event files to support accurate documentation and timely final billing.
• Ensure applicable event operations reports, management reports, ordering, receiving, pricing, and display procedures are completed accurately and on time.
• Provide regular, data-driven performance reporting to the Vice President of Events and Partnerships to improve engagement, ROI, and operational strategy.

What You’ll Bring

Work Conditions

• Primarily office-based work requiring prolonged sitting, standing, bending, speaking, listening, manual dexterity, and hand-eye coordination.
• Requires travel between on-site property buildings and participation in outdoor events as needed.
• Requires event related travel outside of the office location.
• Non-smoking environment inside property buildings; smoking is permitted only in designated areas.
• Must be able to lift up to 25 lbs.

Work Characteristics

• Must be available to work weekends, evenings, and holidays as needed to support events and staff functions.
• Must be organized, adaptable, and professional in a fast-paced environment.
• Must maintain a professional demeanor and appearance.
• Must be able to prioritize competing work demands and manage multiple deadlines effectively.

Professional and Technical Knowledge

• Bachelor’s degree or an equivalent combination of education, training, and experience.
• Minimum of two years of senior-level management experience in the hospitality industry.
• Experience developing and implementing large-scale event operations, including food and beverage components, preferably in the automotive or car-related industry.
• Bachelor’s degree in Marketing, Communications, Graphic Design, Business, or a related field is helpful; an MBA or advanced degree is a plus.

Skills

• Excellent negotiation skills, sound judgment, and the ability to assess situations quickly and make effective decisions.
• Exceptional verbal and written communication skills, with strong command of English.
• Ability to work effectively in a fast-paced, team-based environment and collaborate across functions.
• Ability to incorporate feedback, anticipate customer and partner needs, and deliver a high level of service.
• Strong leadership, coaching, mentoring, and project management skills.
• Excellent interpersonal skills and the ability to work effectively with employees, partners, vendors, and stakeholders from diverse backgrounds.
• High level of professionalism, discretion, and confidentiality.
• Strong computer proficiency, ability to learn company software quickly, and experience with Microsoft 365, Smartsheet, Dropbox, InDesign, Publisher, and Adobe tools.

Service Expectations

All employees are expected to provide support where needed to ensure team success and a high standard of service for guests, partners, and colleagues.

Benefits

• Medical, Dental, Vision benefits (FSA/HSA/DFSA options)
• Lifestyle Spending Account (LSA) - Annual $650
• Company-paid employee Life Insurance, Short-Term & Long-Term Disability
• 401K with Bi-Weekly Employer Match
• Paid Time Off

Note: This job description is intended as a guide and is not an exhaustive list of responsibilities. Duties may be added or modified by the immediate supervisor based on evolving business needs.