Senior Manager, Event Operations & Sourcing

The Institutes • Malvern, PA

5d • Onsite

About The Position

The Senior Event Operations and Sourcing Manager is responsible for the strategic and operational execution of high-value, high-exposure events. This role leads all aspects of event operations and sourcing, including RFP development, contract negotiation, vendor management, travel programs, budget governance, and risk management. The role partners closely with internal stakeholders and external vendors to ensure events are delivered efficiently, compliantly, and within budget while maintaining exceptional quality and attendee experience.

Requirements

• Undergraduate degree in event management or a related field, or equivalent demonstrated experience.
• 10–15 years of event management or planning experience (association or not-for-profit preferred), including high-value, high-visibility events.
• Demonstrated expertise in creating and managing detailed budgets, reviewing contracts for risk, and maintaining strong relationships with executives, volunteers, and members.
• Experience with itemized budgeting, reconciliation, and audits.
• Expert-level hotel and venue contract negotiation experience with a strong understanding of terms and conditions.
• Demonstrated vendor management experience, including production and registration vendors.
• Strategic mindset with the ability to translate organizational goals into effective event operations.
• Deep technical knowledge of event management, sourcing, and industry best practices.
• Experience with webinars.
• Proven expertise in contract negotiation and risk mitigation.
• Strong project management and organizational skills with the ability to manage multiple concurrent events.
• Financial acumen, including budget development, forecasting, and expense control.
• Excellent communication skills and attention to detail; self-motivated with the ability to meet tight deadlines.

Nice To Haves

• CMP or similar professional certification preferred.

Responsibilities

• Lead and oversee the RFP and sourcing process for all event-related services, including venue selection, lodging, and key vendors, to ensure cost efficiency and alignment with event objectives.
• Negotiate, review, and manage contracts with hotels, venues, and vendors, ensuring favorable terms and mitigation of legal and financial risk.
• Conduct site visits to evaluate potential venues for meetings and conferences.
• Develop and refine detailed event specification documents, including room configurations, food and beverage, audiovisual, signage, staffing, and ancillary services.
• Establish and maintain effective relationships with external partners, including production, registration, audiovisual, transportation, and other event service providers.
• Research and evaluate internal and external outsourcing opportunities to improve efficiency, scalability, and cost effectiveness.
• Oversee vendor performance pre-, during, and post-event to ensure service level expectations are met.
• Manage the organization’s American Express Global Business Travel (GBT) program and the American Express Intelligent Online Marketplace (NEO) booking tool.
• Oversee all hotel room blocks for meetings and events, including pickup monitoring and reconciliation.
• Manage airline and hotel points and commissions, both pre- and post-contract, ensuring value optimization and accurate tracking.
• Develop departmental budgets and provide regular forecasting, including quarterly updates.
• Track and manage income and expenses across all meetings and events, ensuring strict adherence to approved budgets.
• Reconcile itemized budgets and manage audit processes related to event finances.
• Assess and manage operational, contractual, and financial risks associated with meetings and events.
• Ensure appropriate event insurance coverage is in place and compliant with organizational and contractual requirements.
• Review contracts and supporting documentation to identify and mitigate exposure to legal, financial, and reputational risk.

Benefits

• 401(k) plan with company contribution up to 16%
• Generous time off package that includes paid vacation, personal, sick, and holidays
• Paid maternity and parental leave
• Tuition reimbursement
• Medical, dental, vision, and prescription coverage
• Free lunch every day when working on campus
• Onsite fitness center
• Beautiful 1.25-mile walking path

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: Associate degree