Event Operations Manager

Description

Department: Finance, Operations & Administration 

Reports to: Director, Event Operations 

Location: Houston, TX 

Employment Type: Full-Time, Exempt  

Work Location: Hybrid (2 days in office, 3 days WFH), with significantly more in-office and on-site time during event periods. 

Salary: 64,000/year 

Position Overview 

The Manager, Event Operations executes EMERGE's centralized event portfolio and Summer Trip Experience (STE)- a multi-day scholar college visit program. Reporting to the Director of Event Operations, this role translates event strategy, standards, budgets, and production plans into reliable execution across scholar, family, partner, and development events. 

The Manager owns the operational details that make events run well, including logistics, registration, materials, staffing, vendor coordination, event-day execution, and post-event follow-up. This role works closely with internal event owners to understand the intended audience experience and ensures that the operational plan delivers against it. 

This is a highly execution-oriented role for someone who is organized, resourceful, detail-oriented, comfortable managing multiple projects simultaneously, and able to remain calm and decisive when plans change. 

Principal Duties and Responsibilities 

1. Event Planning & Project Management 

• Planning and execution of assigned events in accordance with EMERGE's established event planning process and lead times. 
• Maintain event workplans, timelines, task trackers, meeting notes, and other planning documents for assigned events using established templates and standards. 
• Manage logistics across internal teams and external partners. 
• Prepares event budgets and track spending against approved budgets. 
• Escalate changes to scope, budget, timeline, or significant operational risks to the Director. 

2. Event Production & Logistics 

• Execute operational logistics for assigned events (set-up, execution, breakdown, and post-event), including but not limited to venues, catering, transportation, rentals, technology, supplies, signage, registration, setup, and teardown. 
• Serve as the primary or secondary on-site operational leads for assigned events. 
• Manage event-level spending within approved budgets and established purchasing procedures and flag potential budget risks or changes to the Director of Event Ops. 
• Coordinate and execute post-event closeout, including materials, vendor follow-up, expense documentation, and debrief preparation. 
• Coordinate invoices, receipts, purchase requests, and other financial documentation required for event reconciliation. 
• Develop and maintain a centralized vendor bench by researching and documenting reliable vendors, service offerings, pricing, and standard contract terms across key event needs to promote consistency, efficiency, and cost effectiveness across the event portfolio. 

3. Systems, Standards & Continuous Improvement 

• Maintain standardized event templates, including workplans, run-of-show documents, staffing plans, checklists, and debrief tools. 
• Track actual event hours and operational inputs to help EMERGE understand the true cost and capacity required to deliver its portfolio. 
• Co-lead post-event debriefs and document lessons learned, issues, and opportunities for improvement. 

4. Cross-Functional Partnership 

• Build strong working relationships across Program, Development, Finance, Operations & Administration, and Organizational Effectiveness. 
• Provide a high level of customer service while maintaining Event Operations' standards, processes, and capacity constraints.  
• Communicate proactively about timelines, decisions, risks, budget considerations, and changes in scope.  
• Partner with Finance and the Director to ensure event expenses are accurately recorded and reconciled. 
• Prepare data to event cost reporting, including cost per attendee and other operational measures established by the team. 

5. Summer Trip Experience Operations 

• Own the operational planning and execution of EMERGE's Summer Trip Experience (STE), including multi-day scholar travel experiences and related trip logistics. 
• Plan and manage trip logistics including transportation, lodging, meals, activities, itineraries, staffing, supplies, and other operational requirements. 
• Create and maintain detailed trip itineraries, staffing plans, contact lists, transportation schedules, packing and supply lists, emergency information, and other required trip documentation. 
• Lead scholar-facing operational requirements in partnership with the program team, including registration, required documents, travel information, rooming assignments, dietary needs, accessibility needs, and other trip-specific logistics. 
• Facilitate trip lead and staff preparation by providing clear operational expectations, timelines, resources, and logistical information. 
• Track STE expenses and support reconciliation of trip-related purchasing, invoices, and staff spending. 
• Conduct to post-trip operational closeout, including vendor reconciliation, documentation, debriefs, and identification of improvements for future trips. 

6. Inventory & Event Assets 

• Maintain accurate, up-to-date inventories across EMERGE's event storage units, event supplies, equipment, branded materials, and other event assets. 
• Organize and maintain storage areas, so event materials are clearly labeled, accessible, and ready for use. 
• Flag inventory gaps, damaged items, or anticipated supply needs to the Director and coordinate replenishment within approved budgets. 
• Perform other duties and responsibilities as assigned, consistent with the needs of the organization and the general scope of the role. 

Requirements

Requirements 

• Bachelor's degree or equivalent professional experience. 
• 2–5 years of experience in event management, event production, operations, project management, hospitality, or a related field. 
• Demonstrated experience managing multiple projects or events simultaneously. 
• Experience coordinating vendors, venues, contracts, and event logistics. 
• Strong project management and organizational skills. 
• Exceptional attention to detail and follow-through. 
• Strong written and verbal communication skills. 
• Ability to work independently while collaborating effectively across teams. 
• Comfort working in fast-paced environments and troubleshooting unexpected issues. 

Preferred 

• Experience managing events across multiple audience types, including nonprofit, education, corporate, donor, or community audiences. 
• Experience with fundraising or donor events. 
• Experience managing events with 200+ attendees. 
• Experience with event registration platforms, project management tools, CRM systems, or event management software. 
• Experience developing operational processes, templates, and playbooks. 
• Experience managing event budgets and financial reconciliation. 

Physical and Working Conditions: 

• Open-office environment  
• Sitting at a computer workstation for extended periods  
• Role requires walking, standing, hearing, and talking  
• Ability to occasionally lift/carry up to 40-50 pounds, with reasonable accommodation as needed. 
• May be required to work on weekends to support events