Event Manager, Hotel Interactive - Emerald
Smithtown, NY 11787
About the Job
Emerald is seeking an Event Operations Manager to join our Hotel Interactive Team. Hotel Interactive hosts top-rated business-building events in the hospitality and senior living industries. The events (BITAC, FSM and HEALTHTAC) are #1 in their respective industries and include curated educational sessions, 1:1 meetings and unique fun elements. These events are designed to create business and personal relationships over a 3-day span between industry professionals.
The Event Operations Manager is the primary contact with our hotel partners and responsible for pre-show, on-site, and post-show tasks for up to 16 events annually, for Hotel Interactive. To find success in this position, candidates must demonstrate effective time management, the ability to juggle multiple projects with concurrent deadlines and communicate proactively with both internal and external partners. The Event Operations Manager must be able to quickly identify and adapt to challenges with limited direction.
This position will report daily to the Hotel Interactive/Emerald Office in Long Island, NY
Responsibilities:
- All pre-show planning and onsite execution
- Review and analyze proposals, negotiate, and manage ancillary vendor contracts, including reviewing and assisting with the implementation of hotel contracts
- Research, recommend, and serve as the main point of contact for third-party partners as needed including printers, charities, off-site activity destinations, transportation, entertainment, photographers, etc.
- Manage Event hotel contracts, including elements such as room blocks, attrition projections if applicable, banquet orders, event rooms setups, floor plans, décor, signage, and other onsite functions; serve as direct liaison with venue staff, providing guidance and direction throughout the event
- Work with venues to plan budget-friendly menus
- Setup and maintain internal files for each event for quick access to all necessary data points
- Collect information from the team to develop the event agenda.
- Assist the team by reviewing attendee profiles for completeness and accuracy before printing and before the Mobile App goes live
- Prepare and assist in the creation of materials and signage to send out for printing
- Create and manage various documents for distribution to attendees and vendors
- Assist with the sponsorship fulfillment to ensure all deliverables are met as per the sponsorship contract
- Develop, monitor, and maintain event budgets and expenses, including recommending cost savings measures directly related to operating expenses, managing monthly and year-end accruals and reclassing expenses, maintaining payment schedules and deposits, and processing vendor invoices for payment
- Order and track promotional items and coordinate onsite distribution
- Manage and track all incoming and outgoing event shipments
- Welcome attendees at the registration desk, all functions, meals, and activities
- Provide exceptional customer service/support pre-event, onsite, post-event and proactively troubleshoot when necessary
- 6+ years’ experience in corporate event management, budgeting, build/manage hotel specifications, menu creation, and other event planning logistics
- Well-versed in all Microsoft platforms, including Word, PowerPoint, and Excel. Excel usage must be expert-level at manipulating formulas and utilizing tab functionality for reporting and project management tracking
- Meticulous attention to detail
- Comfortable working independently in a fast-paced, dynamic environment
- Enthusiastic and outgoing, exceptional communicator, and ability to work well with everyone
- Excited to travel 16 times per year to some of the top resorts in the U.S. and beyond for the execution of BITAC, FSM, and HEALTHTAC Events. Five nights of travel per event over a weekend.
ABOUT EMERALD
Emerald’s talented and experienced teams grow our customers’ businesses 365 days a year with products that create connections, deliver content, and drive commerce. We produce over 140 annual events, create and deliver content through print and digital channels, and power commerce through our seamlessly integrated in-person and digital platforms and channels. For more information, please visit http://www.emeraldx.com.
At Emerald, we strive to foster a diverse and inclusive community. We actively recruit and champion candidates who bring new perspectives from varied professional backgrounds and experiences, and we are intentional about ensuring a positive hiring experience for everyone. Our job postings don’t contain experience inflation, and most don’t require college degrees. Instead, they’re crafted to focus on outcomes and transferable experiences that are assessed in a structured interview process carried out by trained hiring teams.
COMPENSATION & BENEFITS
Target Compensation: $62,400-$65,000.00
Please note that this range reflects a reasonable estimate of the target compensation for this position. This range may ultimately vary based on a candidate’s qualifications and may be higher where required by applicable law.
We offer a competitive benefits package designed to strengthen our employees’ physical and mental health, including unlimited vacation for exempt employees, flexible working locations, 401(k) plan with a company match, medical/dental/vision coverage with inclusive provisions including transgender services and fertility benefits, parental and caregiver leave, dependent, commuter and FSA benefits, professional development programs like Toastmasters, and mental wellness tools such as weekly guided meditation programs.
If you need accommodation in our application process or have questions about our posted salary range, please email our Talent Acquisition team at Careers@EmeraldX.com.