Event Operations Manager | HITE Events

Hite Digital•Searcy, AR

15d

About The Position

HITE Events is seeking an organized, resourceful Event Operations Manager to manage approximately 6–10 events per year across its event portfolio, including the Scale With Stability Summit in Searcy, Arkansas, and High Capacity Leaders gatherings. Events include larger summits as well as smaller masterminds, leadership gatherings, and experiences in the United States and internationally. The manager will own event operations from initial planning through on-site execution and final wrap-up. This includes timelines, budgets, venues, vendors, travel logistics, staffing, and attendee needs. The role calls for delivering smooth event operations while providing thoughtful hospitality and personal attention, particularly at smaller gatherings.

Requirements

Approximately 3+ years of experience in event planning, event operations, conference production, or a closely related field.
Demonstrated experience managing events from planning through completion.
Strong project management, budgeting, and vendor negotiation skills.
Excellent attention to detail and ability to manage multiple events at different stages.
Professional communication skills with speakers, executives, attendees, and vendors.
A calm, practical approach to last-minute changes and problem-solving.
Comfort using spreadsheets, project management tools, and registration platforms.
Availability for domestic and international travel and evening or weekend work around events.

Nice To Haves

Experience with business conferences, executive retreats, masterminds, or premium hospitality experiences.
Experience with a mix of larger conferences and smaller, relationship-focused gatherings.
International event coordination experience and collaboration with local vendors.

Responsibilities

Manage the annual event operations calendar and overlapping planning timelines.
Create event plans, budgets, checklists, staffing assignments, and detailed run-of-show documents.
Research venues, compare proposals, negotiate terms within approved authority, and coordinate contracts and deadlines.
Manage vendors for audiovisual production, catering, staging, signage, photography, transportation, and other event needs.
Coordinate registration, check-in, seating, name badges, materials, and attendee communications with the appropriate teams.
Arrange speaker and team logistics, including travel, accommodations, schedules, and on-site requirements.
Partner with marketing and leadership to align event delivery with the audience, agenda, and brand experience.
Coordinate staff, contractors, and volunteers, ensuring everyone understands their responsibilities.
Lead setup, live event operations, and breakdown, resolving issues calmly and quickly.
Coordinate accessibility needs, venue safety requirements, and contingency plans.
Track expenses, reconcile invoices, and conduct post-event debriefs to improve future events.
Work with local partners to coordinate logistics for international gatherings.