Event Experience Manager

About CROW Practice:

Coordinated Response on Wellness (CROW) Practice was founded in 2016 with a commitment to providing exceptional wellness experiences to corporate professionals in the live event industry.

The Opportunity:

As the CROW Event Experience Manager, you will serve as the Departmental Lead for Operations. In this role, you will be responsible for managing the overall sourcing and implementation of CROW’s live event wellness services. Working within the CROW Core team, you report directly to the CROW Founder and will collaborate with the other department leads and team members.

Shared Values:

CROW Practice prioritizes our company values as the foundation for our culture of well-being: Kaizen meaning continuous improvement; Win-Win situations signifying a beneficial solution that is advantageous for everyone; Collaboration as a dynamic process leveraging joint efforts and mutual support; Holistic Wellness as a comprehensive approach recognizing interconnectedness; and Innovation driving transformative progress.

Job Location:

This is a largely hybrid position, with monthly team meetings held in-person and will require you to be on-site for CROW-related events and job-related tasks. We are particularly interested in candidates living within the following Orlando zip codes: 32807, 32803, 32814, 32812, 32822, 32825, 32829, 32806, 32801, 32812, 32817, 32792, 32789, 32804, 32827.

Travel Requirements:

Eligible applicants must have their own form of reliable transportation, active registration, car insurance, and be able to attend in-person or virtual monthly meetings in Orlando and Titusville Florida.

Candidates must be able and available to travel out-of-town for work programs. All mileage, flights, food and travel expenses will be covered or reimbursed.

Job Type:

This is a full-time position with required weekly hours ranging from 30 to 35 hours based on operational needs. This position is supported by two dedicated support roles, including an Administrative Virtual Assistant and an Event Coordinator.

Compensation and Transition Plan:

This role features a performance-based transition from an hourly wage to a full-time annual salary.

Training Period (Month 1): The first month will be paid at $18.00 per hour.
Training Period (Month 2): Month two’s pay will increase to $19.00 per hour.
Lead Transition Period (Month 3): Compensation will be $21.00 per hour.
Annual Salary Transition: Upon successful completion of all training requirements, the position will transition to an annual salary of $35,000.
During the training period and onboarding, we are looking for our new hire to assess, identify, and contribute to improved company-wide and operations’ departmental standards and processes.
This is a month to month discussion with the owner for meeting expectations.
Once fully operational, may earn a 10% commission for successfully bringing in new clients that go to a signed contract.

Primary Duties and Responsibilities:

Manages pre-event program requirements, including:

Talent Acquisition & Management:
Collaborate with the Sales Department to align client engagement and business development efforts.
Identify operational requirements for sales negotiations and client contracts.
Oversee the recruitment, vetting, hiring, and onboarding of wellness experts and program managers. Including but not limited to:
Serve as the main point of contact for wellness experts, vendor partners, and clients post Sold Program.
Review availability and rates.
Lead pay negotiation for WEXs and program managers.
Maintain strong relationships with clients, wellness experts and program managers.
Including but not limited to:
Ensure accessible communication via text, phone, email, and Operations Department social media platforms.
Manage ongoing relationship management including periodic check-ins, WEX Newsletter, celebrations, birthdays, and other CROW-related opportunities.
Manage CROW Collaboration program.
Oversee internal and external reviews and post-event evaluations for clients and wellness experts.
Continue to build the CROW Wellness Expert gifting and acknowledgment program.
Manage the first right of refusal opportunities for WEXs.
Facilitate biweekly New Services and Service Directory meeting including but not limited to:
Oversee the recruitment, vetting, pricing, hiring, logistics, operational needs, contractual provisions and onboarding
Maintain vendor backup and contact database, including but not limited to: contact information, service offerings, rates, photos, past event history, and performance notes. Ensure vendor records are organized, accessible, and up to date to support efficient event planning and vendor selection.
Data & Information Management:
Oversee operations-related tech functions using the platforms: Hubspot, Asana, PandaDoc, Google Workspace, and SignUp Genius including but not limited to:
Maintain accurate database information for wellness experts, clients, and internal management functions.
Oversee the WEX management process for wellness experts and new vendors including but not limited to: WEX and new vendor standard operating procedure (SOP) development and processes including but not limited to: sales templates, vendor back-up, and service directory.
Client communication during the In-Traction and Sold Program stage.
WEX service agreements, company policies and standards, payroll requirements, proof of general liability insurance, and Certificate of Insurance (COI) are properly obtained and tracked.
Oversee the client administrators in SignUpGenius.

Manages ongoing and post-event activities, including:

On-site Program Management

Serve as lead CROW Event Manager and on-site point of contact for clients, banquet staff, providers, and vendors.
Manage on-site operational needs including arrival, parking, and logistics for providers and vendors.
Manages event photos and videos on-site in coordination with the CROW marketing department.
Standard Operating Procedure & Process Management:
Contribute to company-wide process improvement projects as the Departmental Lead for Operations.
Develop and implement departmental-level standard operating procedures.
Oversee the management of the vendor back-up process.
Develop service agreements and program briefs for each sold program, outlining timelines, roles, pay rates, and responsibilities.
Manage the KAIZEN continuous development process by:
Incorporate client, WEX and vendor post-event questionnaire submissions and photos into the company KAIZEN process for team review, discussion, and event file documentation.

Inventory Management:

Manage overall inventory, and operational administrative processes and products, including but not limited to:
Identify and anticipate inventory needs, ordering, and shipping requirements for both local and national events.
Manage packing requirements and lists.
Maintain and manage event inventory including branded materials, signage, giveaways, displays, and equipment.
Track usage, assess inventory levels and coordinate timely reordering to support upcoming events.
Oversee the diligent recovery and storage of company items and inventory, to ensure items are not damaged or lost.
Manage the usage, coordination, and organization of the company storage unit.

Reporting and Documentation:

Maintain accurate tracking and documentation of all costs, contracts, budgets, timelines, communications, and Profit and Loss (P&L) statements.
Ensure all receipts are tracked and uploaded into the appropriate event folder.
Manage WEX and client Constructive Operational Feedback (COF).
Track professionalism, performance, and punctuality related to pay rate, vendor performance, WEX, client, and program outcomes.

Minimum Qualifications, Skills, and Abilities:

A minimum of 4 years of experience in event operations and/or project management, with significant exposure to managing multiple concurrent projects including 2 years in a lead or supervisory capacity that included managing a project team of contractors, vendors, or staff.
Anticipates and communicates issues and successes with the CROW team. Proven ability to de-escalate conflicts and demonstrate pivoting in fast-paced, dynamic environments. Must be able to manage virtual and in-person meetings and maintain high-value relationships using phone calls, emails, texting, video call platforms like Zoom, social media, and multiple calendar management.
Demonstrated experience beyond simple hiring, including drafting basic service agreements or contracts and managing the entire life cycle of a vendor relationship.
Direct experience leading the full logistics chain for events, including managing inventory, coordinating the movement of materials, and directing the on-site arrival and setup of a team of 5+ individuals (staff/vendors).
Proven ability to not only use the required platforms (HubSpot, Asana, Google Workspace) but to design and implement custom workflows, reports, or automations within at least one of these systems to improve operational efficiency.
Experience in identifying and documenting existing operational gaps and successfully implementing at least one major process improvement that resulted in measurable time or cost savings for a department or team.
A demonstrated, genuine understanding of and personal commitment to wellness and mindfulness practices, enabling the Manager to authentically vet, onboard, and communicate with wellness experts and confidently speak to CROW’s mission and services.
Documented ability to manage high-pressure, rapidly changing event environments and a highly variable weekly workload (25-35+ hours) with a solution-oriented, professional demeanor. Must show a capacity to successfully navigate the seasonal, fluctuating demands of the live event industry.
Professional Written & Verbal English

Core Work Schedule: 10:00am-5:00pm Eastern Time Zone.

Important note: The hours for this role do fluctuate to meet client needs outside of the core work schedule.

Equal Opportunity Employer

Crow Practice

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Event Experience Manager