Event Manager

Job Description

Job Description : \n\nSalary : $85,000-$100,000 Landmark Ventures is a premier event production and execution powerhouse with over 20 years of experience in crafting high-impact custom events, exclusive dinners, and VIP summits. We excel at transforming ordinary events into extraordinary experiences, partnering with some of the worlds most prominent companies and brands to foster meaningful connections and deliver measurable business outcomes. We are seeking a dynamic, driven, professional, detail-oriented and trustworthy Event Manager to support the continued growth and success of our thriving Events Practice. The Event Manager is responsible for leading and managing the entire event planning lifecycle for Landmarks dinners. The Event Manager will work closely with clients, venues, vendors, internal teams, and stakeholders to ensure the successful delivery of high-quality events that meet Landmarks and the clients objectives and exceed expectations. This role demands excellent project management skills, creativity, and the ability to juggle multiple priorities under tight deadlines. ROLE AND RESPONSIBILITIES The key responsibilities of the position will include : Strategic Procurement, Event Planning & LogisticsVenue & Vendor Procurement : Research & Sourcing : Conduct comprehensive, time-sensitiveresearch to identify suitable venues and vendors that align with theevents objectives, budget, and theme, sourcing options from a diverserange of venues, including hotels, restaurants, and unique spaces(e.g., rooftop venues, art galleries).Vendor Evaluation : Identify and evaluate vendors for essentialservices, such as catering, entertainment, audio-visual, florists, dcor,and transportation, ensuring all specialized needs are met.Deadline Management : Work under tight deadlines, managingsimultaneous research projects to deliver high-quality options within 24to 48 hours when necessary.Data Organization : Maintain a repository of venue and vendorinformation, ensuring accessible data on capacity, availability, services,and pricing.Response Compilation : Compile and summarize venue and vendorresponses, capturing relevant details.Comparison and Recommendations : Prepare detailed comparisondecks or spreadsheets highlighting pros and cons and presentrecommendations based on thorough research to facilitate decision-making by clients or internal stakeholders, ensuring all necessaryinformation is provided for informed decisions.Venue & Vendor Contracting and Negotiations : Lead contract negotiations with venues and vendors to secure favorable terms, including pricing, services, and cancellation policy.Review and clarify terms and conditions to avoid misunderstandings and manage any potential contract modifications or amendments.Financial Oversight & Budget Tracking : Oversee financial aspects related to venues and vendors, including paying deposits and ensuring timely payments according to contract terms.Track and monitor all related costs, ensuring that event budgets are adhered to. Collaborate with the finance team to ensure accurate recording of expenditures and to resolve any discrepancies.Monitor and regularly update actual spending against the budget throughout the planning process, making adjustments as needed to stay within financial limits.Provide regular budget updates to manager, ensuring full transparency on costs incurred and any expected variances.Reconcile final budgets post-event, ensuring all invoices are accounted for and discrepancies are resolved in a timely manner.Event Planning & LogisticsFood and Beverage Menu Planning : Collaborate with venues,caterers, and food vendors, to develop menus and meetingspecifications for the dinner, considering dietary restrictions, attendeepreferences, and event considerations. Estimate and price out food andbeverage options and costs, ensuring the offerings fit within the eventsbudget without compromising quality or attendee satisfaction.Event Specifications and Banquet Event Orders (BEO) : Createdetailed dinner specifications independently outlining the eventrequirements, including room setup, audio-visual needs, catering, andspecial accommodations. Review, revise, and approve Banquet EventOrders (BEOs) independently to ensure that all dinner-related needsare accurately documented and fulfilled by the venue.Headcount Monitoring : Working in collaboration with the team,monitor headcount fluctuations in the days leading up to the dinner andadjust logistics, banquet orders, vendor orders, seating arrangements,and materials to reflect accurate attendee numbers, optimizing bothcosts and guest experience.Vendor & Venue Coordination and Communication : Serve as the primary contact for all venue and vendor communications, ensuring clear and consistent updates on the event timeline, setup, and logistics. Coordinate delivery schedules, event setup, and tear-down with all third-party vendors, including caterers, A / V teams, florists, decorators, transportation providers, and security personnel. Maintain regular touchpoints with the venue management to address any changes or issues that arise during the planning phase and event day.Space Plotting, Flow Management, & Layout : As needed, support design the physical layout of the dinner space to ensure a comfortable and engaging attendee experience.Site Visit Coordination & Calendaring : As needed, schedule and conduct site visits with key stakeholders, clients, and internal teams to review venue spaces, layout options, and logistical flow.Basic Audio-Visual (A / V) Planning : Work with A / V vendors andtechnical teams to plan and coordinate essential A / V requirements,such as microphones, projectors, screens and sound systems.Vendor Management & Oversight : Manage additional vendors required for dinner success, such as furniture rental companies, and specialty vendors (e.g., for swag bags, dcor, entertainment). Strategic Operations & ExecutionCreation of Event Preparation DocumentsStaffing Guides and Communication : Assist in preparing staffing guidesfor third-party staff, email communications, and schedules that ensureall team members understand their roles, responsibilities, and event-day expectations.Shot List : As needed, create comprehensive shot lists forphotographer, ensuring that all key moments are captured.Contingency Planning : Develop contingency plans for all aspects of theevent, identifying potential risks (e.g., weather, vendor delays) andoutlining response protocols to minimize disruption.Packing, Shipping, and Event Supply / Equipment ManagementEvent Supply Inventory and Ordering : Maintain an up-to-date inventoryof all event supplies with third party vendor, create packing lists anddevelop packing / shipping plan, ensuring that items are ordered andavailable as needed.On-Site Materials Preparation : Ensure that all necessary eventmaterials (e.g., printed materials) are properly prepared, packed, andshipped to the venue on time.Shipment Management : Schedule and manage the shipping logistics ofevent supplies, ensuring tracking and on-time delivery.On-Site Staffing & Management and On-site SupportSecure and manage on-site third-party staff, including interviewing,hiring, and training for specific duties. Prepare training documents tostreamline staff onboarding and ensure smooth operations.Provide on-site support for VIP dinners, as needed, including setup andbreakdown, including food and beverage oversight, registrationsupport, room arrangements, table settings, and coordination withvenue staff.Troubleshooting : Demonstrate flexibility and composure by quicklyidentifying and resolving unexpected challenges to maintain aseamless event experience. while exhibiting flexibility and composurein unforeseen circumstances.Refinement & Improvement of Event Efficiency Operations and Internal Processes : Continuously identify and refine internal processes related to eventplanning and execution, including project plans, timelines, and logisticsschedules. Identify areas for improvement to streamline operations andincrease efficiency for future events. Client Management & SupportClient Call Participation : Actively engage in client calls, offeringknowledgeable insights and recommendations on event planning, logistics, andoperations. Address client concerns with practical solutions, ensuring they feelsupported throughout the planning process. Provide strategic recommendationsbased on industry best practices and previous experiences, and clearly outline,document, and assign action items from calls. Follow up promptly to maintainaccountability.Ongoing Client Communication : Maintain regular communication with clients during the planning process, providing updates, addressing questions, and reinforcing their vision. Incorporate client feedback into event planning torespect their preferences. After the event, conduct follow-up calls to gatherfeedback, discuss successes, and identify areas for improvement,strengthening the client relationship for future opportunities. Team ManagementPotentially oversee 1-2 additional staff members responsible for sourcing andprocurement for VIP dinners, providing guidance, delegation, and support toensure smooth operations.Monitor staff performance and assist with on-the-spot training or adjustments tomaintain high-quality service standards. THE IDEAL CANDIDATE HAS : 4-6 years direct experience working in a eventsBachelors degree in hospitality, business or related discipline or equivalentrelevant experienceVenue and vendor contracting and negotiations skills and experienceIn-depth understanding of restaurant groups and hotel brandsStrong time management and ability to multi-task, monitor and manage multiplepriorities, and meet timelines.Comfortable in a dynamic environment, dealing calmly and effectively withsituations under deadlines.Embrace a "work athlete" mentalityinnovative, focused, and able to adapt quickly while being open to coaching and feedback.Possess a proactive, get things done attitude, with a sense of urgency in alltasks.Capable in both Microsoft Office Suite (Word, Excel, PowerPoint) and GoogleWorkspace (Sheets, Docs)Comfort spending time on email, on the phone, on Zoom, and in-person everyday to collaborate with colleagues and clients.Demonstrate strong organizational abilities with exceptional attention to detail.Ability to work independently and be self-driven within a team structure.Ability to quickly establish trusting and productive relationships with theexecutive team, vendors, staff, and partnersAbility to travel as needed If you are that one special candidate, you will quickly become a key player on ourtalented, fun-loving team in a dynamic and high-energy company. Youll work alongsideremarkable colleagues who are deeply passionate about their craft, and like many ofthem, youll quickly discover this is the best place youve ever worked. Youll thrive in anenvironment that champions personal and professional growth. In return for your skills and talents, we offer a highly competitive compensation packageand the unique opportunity to work alongside some of the worlds leading businesspersonalities making a tangible difference every day. Our office is located in New York City, and we work in the Eastern Time Zone; we will consider candidates for a virtual work arrangement who can work consistently East Coast hours or based in or near NYC. Candidates must be authorized for employment in the United States. There may be the requirement to be in-office or on-site based on the current events calendar (anticipated 1-2 times per week during peak events seasons) and on an as needed basis, based on event planning projects (site visits, event preparations, etc.). ABOUT LANDMARK VENTURES : Landmark Ventures is the ultimate dealmaking platform. A leading business advisory, investment bank, and events firm, Landmark has a 20+ year track record working with hundreds of top public companies, investment funds, and growth-oriented private companies to share deep market insights and extensive personal relationships across the enterprise software, cybersecurity, internet of things (IoT), industrial tech, artificial intelligence, sports, marketing tech, and digital media sectors. Landmark Ventures is committed to hiring a diverse team that provides important perspectives in our work and is an equal opportunity employer that welcomes all qualified applicants regardless of race, ethnicity, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, physical or mental ability, gender identity or expression, or veteran status. ABOUT OUR BENEFITS : Competitive compensation package where you'll be rewarded based on your performance and recognized for the value you bring to Landmark.We are a remote company headquartered in NYC with a global team and a flexible working environment.Generous vacation and holidays, including all Federal holidays including the day after Thanksgiving. Additionally, team members get two days each year to volunteer, and receive an additional day of Paid Time Off for each anniversary up to five years.Comprehensive health insurance : team members pay $1 each month for full medical, dental, vision, and life insurance with a broad network through ADP.Steller team of co-workers, an engaged virtual culture, and a lot of Awesome Fun Times (AFTs) in-person and virtually (team outings, Wellness Wednesdays with special guests, virtual get-togethers, active Slack groups, and more).Meaningful work at an organization that focuses on your growth. Landmark offers professional development sessions, career conversations, external resources, and plenty of stretch opportunities to hone your skills.Learn from experts who have been in the organization for 10+ years and from always-innovative clients in an entrepreneurial environment.