Event Operations Manager

Event Operations Manager

New York, NY

Hybrid

We are seeking an Event Operations Manager to join our North American team of Event Operations professionals. You will plan and execute all operations arrangements for executive level events for attendees within the financial services industry working closely with all other teams in the conference division to provide the best customer experience.

Principal Accountabilities:

• Manage all phases of meeting planning (pre-conference, on-site and post-conference).
• Act as the primary liaison between Institutional Investor and all conference/event venues and outside suppliers.
• Hotel/Venue Sourcing and Selection: conduct ongoing research to determine potential conference destinations, unique dinner venues and off-site activities.  Review quotes & proposals from venues and service providers.
• Contract Negotiation: negotiate room rate, staff rate, cut-off date, attrition policy, cancellation policy, concessions and food and beverage pricing with each venue, to ensure best pricing and terms.
• Responsible for cost control and ensuring events are delivered within budget.

• Coordinate Event Services:

  -Food and beverage planning, including reviewing BEOs and providing guarantees    to the venues.

  -Supervise/manage room block cut-off date.

  -Organize transportation charters to off-site dinners.

  -Manage outsourced audio-visual team and communicate all requirements

    including possible teleconferencing/translation, and staging requirements.

  -Develop off-site activities and excursions, spouse/guest programs.

  -Hire entertainment and develop décor ideas for dinner events.

  -Ensure compliance with risk, health and safety obligation.

• On-site responsibilities include: 

  -Set-up and preparation

  -Pre-con meetings with the hotel

  -Ensuring execution of all arrangements are done in a smooth and professional     manner

  -Meet with outside venues if off-site event is planned

  -Proactively handle any arising issues and troubleshoot any emerging problems on   the event day.

• Collaborate with numerous internal departments and directors including sales, programming, investor relations, and administration in order to achieve seamless events.
• Develop and maintain relationships with industry contacts including hoteliers, destination management companies, and tourist boards to keep current on opportunities and venues available to the company.

Experience 

• 3-5 years experience.
• Ability to travel ~10x/year.
• Negotiation: Ability to get the best pricing and concessions built into each contract and to continue to negotiate throughout the entire planning process. 

• Financial Oversight & Budget Management: forecasting and reconciliation.
• Composure: must be able to make quick decisions while remaining calm under pressure
• Organization: Ability to handle multiple events at different stages of planning. Must be detail-oriented and be able to multitask and meet tight deadlines.
• Problem-solving: Must be able to come up with creative solutions when problems arise.
• Knowledge of destinations/hotel properties in order to make the best recommendations on venues / conference locations.

About Institutional Investor

For nearly 60 years, Institutional Investor (II) has played an active, leading role in the global investment industry by creating and nurturing a community that influences and shapes the investment markets. Since the beginning, we’ve taken an active and leading role in convening the investment industry to provide the insight, community and partnership required to evolve and stay relevant.

We connect the most important and impactful market participants: those who allocate and manage large volumes of capital, and those whose investment decisions make a significant impact on financial markets and retirement security. As a premier international business-to-business publisher focused on international asset management, II provides actionable insights by bringing together intelligence, opinions, and data from across the industry. Through exclusive memberships, forums, and online networks, II has established the preeminent global community of the most influential asset allocators. Our platform extends beyond journalism, newsletters, and research to include conferences, seminars, and training courses, as well as digital business information. For asset managers, II offers unique opportunities to engage with this sought-after community through thought leadership, networking, and speaking engagements, helping these firms build presence and influence within the investment world.

The base salary range for this role is from $70,000.00 USD - $80,000.00 USD (salary to commensurate with experience). In addition to the base salary, the total compensation for this role includes a bonus administered at the sole discretion of the Company.