Experience Manager (Events)

Role Mission

To design and steward live, immersive event experiences that reliably support transformation—holding a coherent operational container that allows coaches to lead boldly, participants to engage deeply, and CLG’s standards of presence, excellence, and integrity to be felt at every touchpoint.

Who we are 

We are a purpose-led, values-anchored organization committed to expanding conscious leadership in the world—so that individuals, teams, and organizations experience greater freedom, aliveness, and connection.

We don’t just teach this work; we practice it. Internally, we prioritize responsibility over drama, presence over performance, and integrity over urgency. We design our systems and relationships to support sustainable excellence, not burnout or heroics.

Our work is often experienced as bold, catalytic, and sometimes disruptive to conventional leadership norms. The same is true of working here. We invite growth, self-reflection, and real ownership—both personally and professionally. We expect people to bring their full intelligence, emotional maturity, and willingness to learn.

Our coaching team includes some of the most experienced and masterful conscious leadership practitioners in the field. Our business and operations team is equally essential—made up of thoughtful, capable professionals who collaborate closely with coaches and partners to translate vision into clean execution.

We rely on trust, clear agreements, and strong relationships across roles. We challenge one another with care, speak directly, repair quickly, and continually refine how we work together—so that our internal culture mirrors the conscious leadership we exist to serve.

Who You Are

You are calm under pressure, deeply organized, and attuned to the human experience. You naturally think three steps ahead and take pride in creating environments where others can do their best work. You’re detail-oriented without being rigid, relational without losing efficiency, and you hold logistics as a form of care.

You are a strong communicator—clear, warm, and professional in writing and in real time. You enjoy coordinating complex systems, juggling multiple timelines, and bringing order to moving parts. Tech-savvy is essential: you’re comfortable working across platforms, learning new tools quickly, and troubleshooting calmly when things don’t go as planned.

You are committed to a grounded nervous system. You can hold a steady, reassuring presence for participants, coaches, and vendors alike. You care about quality, brand integrity, and energetic coherence, and you’re interested in personal growth and conscious leadership—not just execution.

Position Summary

This position is the operational backbone and experiential steward of all CLG events—virtual and in-person. This role ensures that every event is thoughtfully planned, well-resourced, smoothly executed, and energetically aligned with CLG’s values and standards.

The experience manager translates vision into reality by owning timelines, logistics, budgets, systems, and cross-functional coordination. They partner closely with Coaches, Marketing, Operations, and Finance to ensure that events move from concept to completion with clarity, precision, and care. From registration flows and vendor coordination to run-of-show execution and post-event debriefs, they ensure nothing essential is missed.

Beyond logistics, they protect the emotional and energetic field of each experience. They serve as a steady, warm point of contact for participants, anticipate facilitator needs, and resolve issues proactively so the work can unfold without unnecessary friction. Through documentation, metrics, and continuous improvement, they strengthen CLG’s event systems over time—supporting sustainable growth, operational excellence, and transformative participant experiences in service of CLG’s mission and impact.

Responsibilities

Planning 

• Build and maintain production timelines with clear milestones and owners.
• Manage the full year event calendar (virtual in-person), ensuring accurate dates, updates, conflicts, and visibility across the org.
• Leverage AI tools to streamline planning workflows, automate coordination, and increase efficiency across event operations.
• Conduct event-related research (venues, vendors, platforms, décor, pricing, technology, participant experience innovations).
• Coordinate key logistics (dates, platforms, locations, vendor coordination).
• Gather event details from lead coaches and ensure alignment across teams and coaches.
• Prepare run-of-show documents and ensure all facilitators/support roles have what they need.
• Oversee the design needs and development of event product portals and website pages.
• Manage participant onboarding logistics (welcome emails, access links, materials).

Live Event Support (Virtual & In-Person)

• Serve as the primary logistical point of contact for attendees.
• During live events, manage flow, timing, and transitions.
• Hold a grounded, warm presence in all participant-facing interactions.
• Oversee slides, breakout rooms, recordings, and chat moderation for virtual events.
• Supervise check-in, hospitality, room setup, and onsite troubleshooting for in-person events.
• Anticipate facilitator needs and resolve issues proactively.
• Attend facilitation meetings with coaches, track notes on program design 
• Project manage event recordings and digital assets - overseeing capture, editing, and packaging into high-quality video content for internal use or product distribution.
• Support with event photography if and as needed
• Support event vendors as needed

Post-Event Responsibilities

• Lead post-event debriefs with coaches, ops, and marketing.
• Support follow-up experiences (surveys, thank-yous, next-step offers)
• Track event performance metrics (attendance, satisfaction, conversions).
• Gather and organize testimonials, photos, and qualitative insights.
• Own SOPs library and continually update based on learnings.
• Maintain an archive of event materials, run-of-show docs, and media assets.
• Collaborate on Quarterly Reports by providing event metrics, insights, trends, and operational learnings.

 Budgeting & Vendor Coordination

• Manage event budgets — tracking expenses, evaluating cost vs. margin, and flagging variances.
• Source vendors (venues, AV, catering, production support) and gather quotes.
• Coordinate contracts, COIs, and compliance requirements with support from finance/ops.
• Ensure all vendor communication is aligned with brand, tone, and standards.
• Negotiate where appropriate to balance quality, cost, and brand fit.
• Ensure all expenses are budgeted ahead of time and approved with the VP.

Marketing & Registration Support

• Partner with marketing to update event pages, assets, and communication sequences.
• Ensure registration data syncs properly with HubSpot and troubleshoot issues.
• Update marketing/sales on seat counts, pricing, promotional codes, and availability.
• Provide marketing with post-event assets (photos, testimonials, clips, attendance data).
• Support all marketing, promo, and communications for events.
• Support outbound logistics communication (confirmations, reminders, access information).

Brand Stewardship & Culture

• Hold and protect brand continuity.
• Ensure communications consistently reflect CLG’s voice, values, and commitments.
• Embody the 15 Commitments of Conscious Leadership within your work environment.
• Demonstrate flexibility, maturity, and willingness to engage

Experience and Background 

• Minimum of 5 years of experience in a similar role that is client-facing
• Zoom facilitation
• Familiar with software: Mac IOS, Hubspot, G Suite, Typeform, Slack. Notion, WordPress, and Canva.
• Familiar with AI: ChatGPT, Gemini, and Claude 
• Event planning (virtual or live) and or project management experience is a plus 

Logistics

• Part-time W2 Position, up to 29 hours a week.
• Primarily remote role, with travel required to a minimum of two client retreats per year (within the continental U.S.), up to five days each. All travel expenses are covered by the company. 
• Office Hours: Monday-Friday 9 am-5 pm PST 

Compensation

• $35 - 45 /hr 
• Pay based on education, skills, and experience