Event Experience Program Manager

Event Experience Program Manager

We are Fit City Adventures, a corporate lifestyle concierge company that provides unique adventures, fitness classes, recreational activities, wellness experiences, and team bonding events for groups that want to take team building to the next level. We help our clients release endorphins and make memories that last a lifetime and see the city in a fun, fit way. Join our fast-paced and active crew for corporate group adventures, from meditations, yoga, and sound baths to hikes, ebikes, and surfing. 

Do you want to work with clients like Taco Bell, MGM Resorts, Red Bull and Hoka? We are seeking a self-motivated professional with 5 years of event industry experience in an event execution/operations capacity that can run a program as soon as sales closes the deal and can travel all over the US. DMC and/or meeting planning experience is a plus! 

This is a project and event-based role, with flexibility on hours as timing focuses around each event. As a consultant, we estimate you will work 25 hours per event with 5-8 onsite, including travel. You can plan for 3-5 events per month with the option to add more hours. The Small to XXLarge events range from $600-$2400 in pay per event.

The Event Experience Manager is responsible for planning and operating events, communicating with vendors and clients, staffing each event, preparing event experience operations orders for staff, and executing onsite events.  

Job Description 

• Manage a fast-paced calendar of corporate events, focusing on customer service, profitability, and delivering excellent events that wow our clients and make them want to return!   
• Communicate with clients to ensure what was sold is accurately executed onsite, exceeding expectations. 
• Communicate event needs and expectations to vendors, ensuring they deliver what was sold to the client. 
• Secure staff from our pool of trained contract staff. 
• Create detailed event experience operations orders for onsite execution to include all event details from client and vendor, timeline, maps, etc. Send to staff and vendors 7 days prior to events.  
• Manage all inventory and shipments for your event, as well as your travel to all events 
• Execute in-person events, operating as liaison between clients and vendors, representing Fit City, troubleshooting challenges, and delivering high quality events to clients. 
• Approve vendor invoices for payment ensuring our mark-up and margins are met 
• Assist with project profitability, saving money during event execution where possible, upselling where possible, and updating project profit & loss throughout planning with our project cost sheet. 
• Onboard new vendors and verify documentation in HubSpot. 
• Gather client and vendor feedback post-event, track metrics, and update processes as needed with a goal of 9 or higher for each event 
• Host a debrief meeting with clients and vendors post-event to continue to improve service. 

Skills to succeed 

• 5 years event industry operations and logistics experience required 
• Hospitality, DMC, meeting planning, or event industry background 
• Thrives in fast-paced start-up environment 
• Client & Solution-focused 
• Customer service first 
• Proactive and forward thinking 
• Loves the details and project management tools like Monday.com 
• Great with technology and systems – can easily jump into HubSpot & Dubsado 
• Communicative and “manages up” - shares progress regularly with the team and joins daily standups and weekly team meetings 

Core Values 

1. The Wow Experience: We are passionate in delivering the WOW experience in every way from logistical details to extra touches in all interactions 
2. Fun & Fitness is our Foundation: Live the brand and don’t forget the basics 
3. Push the Boundaries: To find the latest trends, business models, new tools, goals and more 
4. Be Kind & Help Others: To each other, clients, and community non profits 
5. Better Together: Collective minds and ideas with team, clients, partners and community 

Please apply with your updated resume and two industry references today!