Live Events & Experience Manager

About the role

Vanguard is a dynamic, growth-oriented electrical contractor specializing in low voltage temperature controls and Building Management Systems (BMS). We have deep roots in New York City since 2007 and have recently expanded into Texas, now serving clients across New York City, Westchester County, Dallas-Fort Worth, Austin, San Antonio, and surrounding markets.

Responsibilities

• Lead the planning, coordination, and execution of all company-sponsored events from initial concept through post-event evaluation.

• Manage leadership retreats, employee off-sites, holiday celebrations, family events, grand openings, ribbon cuttings, customer appreciation events, and other company functions.

• Develop event timelines, production schedules, logistics plans, and detailed execution strategies that ensure every event is delivered with excellence.

• Serve as the primary on-site event lead, overseeing setup, execution, vendor coordination, troubleshooting, and event breakdown.

• Develop engaging experiences that strengthen company culture, celebrate employee achievements, and support organizational growth.

• Partner with Human Resources and executive leadership to create meaningful employee recognition programs and company celebrations.

• Identify opportunities to enhance the employee experience through creative programming and memorable events.

• Help ensure every Vanguard event reflects the company's values, culture, and commitment to excellence.

• Develop comprehensive event budgets while maintaining financial accountability throughout the planning process.

• Track all event expenses, vendor invoices, contracts, and purchase orders with accuracy and attention to detail.

• Prepare budget summaries and post-event financial reports for executive leadership.

• Negotiate pricing, contracts, and service agreements to maximize value and ensure exceptional execution.

• Maintain an organized database of preferred vendors, venues, contracts, and event resources.

• Coordinate logistics for marketing events, trade shows, conferences, recruiting events, and community engagement opportunities.

• Partner with Marketing to ensure branding, signage, promotional materials, and event experiences align with Vanguard's brand standards.

• Manage branded merchandise, promotional products, employee gifts, and event collateral.

• Coordinate event communications, invitations, RSVP tracking, and attendee engagement.

• Carefully coordinate travel arrangements, hotel accommodations, transportation, meeting space, and dining logistics for leadership retreats, company meetings, and special events.

• Build detailed event itineraries and logistics guides for attendees.

• Support executive leadership with special projects requiring event planning, logistics, or operational coordination.

Requirements

• 4+ years of corporate event planning, hospitality, meeting planning, or experience management.

• Demonstrated success planning and executing corporate events ranging from executive meetings to large employee celebrations.

• Exceptional project management and organizational skills.

• Experience managing budgets, negotiating vendor contracts, and coordinating multiple projects simultaneously.

• Strong communication and relationship-building skills.

• Proficiency with Microsoft Office 365, Excel, PowerPoint, Outlook, and event planning software.

• Ability to work independently while maintaining exceptional attention to detail.

• Willingness to travel and work evenings or weekends as required by event schedules.

• Experience planning executive retreats, company off-sites, or multi-day corporate events.

• Background in hospitality, luxury events, corporate meetings, or employee experience.

• Experience supporting executive leadership within a fast-growing organization.

• Familiarity with Canva, event registration software, project management platforms, and CRM systems.

Qualifications

• Bachelor's degree in Hospitality Management, Event Management, Marketing, Communications, Business Administration, or a related field preferred.

Skills

• Event planning and coordination.

• Project management.

• Financial management.

• Vendor management.

• Communication and relationship-building.

• Event planning software proficiency.

• Travel and logistics coordination.

• Executive leadership support.

• Canva and event registration software familiarity.

• CRM system knowledge.

Benefits

• Comprehensive Medical, Dental & Vision Insurance

• 401(k)

• Paid Time Off

• Paid Holidays

• Professional Development Opportunities

• Career Advancement within a rapidly growing organization

Growth Opportunities

• Lead and grow Vanguard's Executive Office while working directly with executive leadership, with clear opportunity for continued advancement as the company scales.

Collaborative Culture

• Join a team that values accountability, service, and operational excellence, where your leadership shapes how the Executive Office supports the entire organization.

Meaningful Work

• Your leadership will directly strengthen executive effectiveness and organizational efficiency at one of the fastest-growing building automation companies in the country.

Pay

$80,000–$100,000 annually, commensurate with experience, qualifications, and demonstrated success.

Schedule

Full-time, flexible schedule to accommodate event planning and execution needs.