Senior Event Operations Manager

ParetoHealth•Philadelphia, PA

22h•Hybrid

About The Position

The Senior Event Operations Manager is a key leader on ParetoHealth’s Events team, responsible for shaping, planning, and executing a portfolio of events for Members, consultants, sponsors, and employees. Events include large-scale Members’ Meetings, incentive trips, consultant training programs, company-wide meetings, and internal team meetings. The role spans the complete event lifecycle, from strategic planning and creative problem-solving through content and speaker coordination, contract negotiation, budget reconciliation, and onsite execution. It leads the collection and preparation of event content and speaker materials while collaborating hands-on with the Events team and internal partners to deliver thoughtful, educational, and inspiring experiences.

Requirements

At least eight years of experience in event planning, event operations, hospitality, conference management, or a similar field.
Demonstrated experience leading large, complex events with 1,000 or more attendees.
Ability to identify potential problems, think creatively when plans change, and find practical solutions under pressure.
Calm, creative, and resourceful problem-solving in a fast-paced, high-pressure environment.
Professionalism, tact, and sound judgment when working with senior executives, external speakers, and high-profile guests.
Ability to work collaboratively, share responsibility, and take a hands-on approach when needed.
Strong experience negotiating contracts, managing vendors, building and managing budgets, and reconciling event billing.
Experience managing speakers, presentations, and large volumes of event content accurately and with strong follow-through.
Strong hospitality mindset and interest in creating thoughtful, memorable experiences for attendees, speakers, and partners.
Ability to move between strategic planning and execution while attending to operational details.
Strong judgment, organization, communication skills, and attention to detail.
Bachelor’s degree.
Willingness to travel regularly and work onsite during events, including occasional evenings and weekends.
Must be authorized to work in the United States without employment visa sponsorship, now or in the future.

Nice To Haves

Experience supporting events with 1,500 or more attendees is strongly preferred.
Experience with Cvent, Navan, Tableau, and Salesforce.

Responsibilities

Work with the Events team and internal partners to plan events that meet business goals and create a positive attendee experience.
Help manage a full event calendar, including approximately 10 consultant training events per year, company-wide and internal team meetings, approximately five incentive trips, and three large Members’ Meetings with more than 1,500 attendees each.
Collect, organize, review, and prepare event content, including speaker presentations, session details, agendas, and attendee-facing materials.
Build and manage detailed event timelines, project plans, run-of-show documents, staffing plans, and onsite logistics.
Set deadlines and processes for speakers and internal teams, follow up, and ensure materials are complete, accurate, on-brand, and ready on time.
Coordinate speaker logistics before and during events, including presentation files, production needs, session timing, and last-minute changes.
Negotiate event contracts with hotels, venues, and vendors, and oversee contract details throughout the event lifecycle.
Build and manage event budgets; track spending, review invoices, reconcile billing, and prepare final budget reports.
Source and manage venues, hotels, production partners, transportation providers, entertainment, photographers, videographers, signage vendors, gifting partners, and other suppliers.
Lead venue planning and pre-event coordination, including site visits, BEO reviews, floorplans, food and beverage details, production needs, and venue meetings.
Lead operational execution of the sponsorship program, including sponsor communications, deliverables, branding, onsite needs, and follow-up.
Manage registration, attendee tracking, virtual-event platforms, event apps, and related technology.
Coordinate event materials, gifts, shipping, storage, and returns.
Attend events onsite to manage logistics, support speakers and attendees, resolve problems, and ensure a smooth and welcoming experience.