Senior Manager, Event Services and Operations

About the role

Houston First recognizes and appreciates the importance of cultivating an environment that nurtures talent; that is equitable and values different perspectives and backgrounds; and, above all, is respectful to everyone.

Responsibilities

• Supervises: Support management of contractors and vendors; volunteer and team oversight during events
• Participates in the planning, coordination, and execution of all operational functions, including logistics, setup, and teardown for events within the Corporate Strategy Department.
• Manages exhibit sales, including outreach, communications, and customer service, booth assignments, and/or process management, invoicing, and KPI reporting, as well as general oversight and problem escalation.
• Manages the inventory of event supplies, equipment, and merchandise, ensuring adequate stock levels, timely procurement, and on-site event distribution.
• Conducts preliminary research, planning, due diligence, and evaluation in the development or consideration of event activations or programming aesthetics.
• Conducts data and cost analysis that helps with planning, vendor negotiations, and budget management.
• Produces and/or reviews contracts and the approval process for operational suppliers.
• Work with accounting on invoice development and processing.
• Develops project plans and schedules, identifying key milestones, resources, processes, and requirements to ensure smooth event operations and enhanced efficiency.
• Serves as an organizational resource and support for our production partners and operational contractors to ensure direct alignment with goals directed by leadership.
• Identify hotel room needs, lead block negotiations and contracting, and oversee block management.
• Helps with the recruitment and training of volunteers, crew, and staff as needed.
• Support other teams with idea generation, service excellence, and onsite deployment.
• Cultivate relationships with other HFC departments, businesses, and subcontractors that aid in the successful delivery of our events.
• Produce and maintain accurate, organized, detailed, and up-to-date records, files, databases, contacts, and budgets.
• Conduct ongoing and post-event evaluations, including data analysis, that assess operational functions and identifies issues. Look for solutions that could improve efficiencies, save resources, and/or improve the event.
• Support and manage other operational responsibilities that may not have been listed but are in service to the operational functions of an event or the department.

Requirements

• Associates or bachelor’s degree in Event Management, Hospitality, Business, or related field preferred;
• At least two (2) years of direct major event management or event operations experience;
• Proficient experience with Microsoft Word, Excel, Outlook, and PowerPoint;
• Event or project management experience preferred;
• Contract management experience preferred;
• Exhibitor sales and/or vendor management experience is a plus;
• Experience using exhibitor software (such as ExpoFP) is a plus.

Qualifications

• Large format Event experience preferred.
• Ability to thrive in a fast-paced, high-volume, and high-pressure environment while effectively managing multiple projects and deadlines; demonstrates exceptional organizational skills, attention to detail, and consistent follow-through.
• Demonstrated ability to take initiative, anticipate needs, and exercise independent and sound judgment, while also escalating to a supervisor when appropriate.
• Demonstrated passion for learning new things, continuous improvement, and sharing best practices.
• Must be detail-oriented and have analytical problem-solving capabilities.
• Manages confidentiality without exception.
• Professional appearance and persona with a strong work ethic are a must.

Miscellaneous

• May be required to complete a Microsoft Office Skills Test successfully
• Candidates must be proficient in navigating Microsoft Office, specifically Word and Excel. This includes the ability to create, edit, and format documents; manage spreadsheets; use formulas; and organize data effectively.

Work Environment

• No major sources of discomfort; normal office environment
• Must be available to work a flexible schedule, including evenings, weekends, and holidays when required to meet operational needs.
• Travel required as outlined in the annual business plan, in addition to ad hoc events identified.