Event Operations Senior Associate

Responsibilities

• Own end-to-end logistics for Tier 1 owned events, including rooming lists, room blocks, food and beverage, room sets, banquet event orders (BEOs), decor, transportation, offsite activities, and onsite flow.
• Manage venue and vendor sourcing and relationships: run RFPs with sourcing agency and destination management companies (DMCs), review contracts, and route through Legal and Finance.
• Run the operational backbone of each event: build and maintain production schedule, conduct hotel site visits, and hold weekly check-ins with hotel and DMC.
• Coordinate all onsite experience details, including swag and gifting, decor, badges, signage, entertainment, photography, room drops, spa, dining, and VIP/attendee transportation.
• Execute flawlessly onsite: serve as key operational presence, manage program execution, troubleshoot in real time.
• Own event budgets day to day: draft and maintain budgets, process contracts, invoices, reimbursements, and reconcile final numbers.
• Drive project management for each event: build and maintain detailed plans and timelines in Asana, use Slack and Google Workspace for alignment; confirm attendees and run staff prep meetings.
• Support post-event wrap-up, including feedback sessions, reimbursements, final budget reconciliation, and capturing lessons learned.

Requirements

• 3+ years of experience in event operations, logistics, hospitality, or related coordination role, ideally supporting large multi-day or corporate events.
• Exceptional organization and attention to detail; ability to juggle many moving parts, prevent misses, and keep complex logistics on schedule.
• Proactive, execution-oriented work style; prioritize with manager, flag issues early, get things done quickly without sacrificing quality.
• Strong vendor and stakeholder coordination skills; clearly articulate needs and follow up or escalate until resolved.
• Comfort with event and project tools (Swoogo, Asana, Google Workspace, Slack or similar) and with budget, contract, and invoice processing.
• Hands-on experience with hotels, BEOs, DMCs, and venue contracts is a strong plus.
• Willingness to travel up to 50% to work onsite at events, with stamina and poise under pressure.
• Eagerness to use AI tools to work more efficiently (comfort with Claude Code or similar is a plus).
• Desire to join a high-performing, mission-driven team with urgency, accountability, and authentic feedback.

Compensation and Benefits

• Base salary range: $81,000 - $100,000 (depends on qualifications, skills, and applicable laws).
• Eligible for equity incentive and competitive benefits including flexible PTO, Medical/Dental/Vision, 401(k), Teladoc Health, and more.