Senior Event Operations Manager

Job DetailsJob Location: Carlsbad Headquarters - Carlsbad, CA 92011Position Type: Full TimeSalary Range: $85,000.00 - $105,000.00 SalaryJob Shift: DayPOSITION OVERVIEW  The Sr. Event Operations Manager is a senior, autonomous professional who owns the complete operational infrastructure behind Buffini & Company's full event portfolio — 15 to 20 events per year across four distinct formats, up to 1,000 attendees, nationwide. This is not a coordinator-level role, and it is not a role for someone who needs to be managed or trained on event best practices. The Sr. Event Operations Manager is a seasoned event professional who owns every dimension of onsite execution: road crew leadership, movement schedule development and execution, venue and vendor management, freight and inventory, speaker and VIP logistics, and the full pre- and post-event operational cycle.    With a solid background in flawless execution, this person is expected to build — to develop the systems, playbooks, and SOPs that make the entire events team more scalable, more consistent, and more resilient. They communicate proactively and consistently up to the VP of Events, surface risks before they escalate, and treat every event as an opportunity to improve how the team operates, and how the company shows up within the industry. If you are someone who thrives on autonomous ownership of complex, high-stakes logistics at scale and takes pride in leaving an operation better than you found it, this role is for you.    PORTFOLIO SCOPE — WHAT THIS ROLE OWNS    This role owns operational delivery across all four event formats in the Buffini & Company annual portfolio:  Event Format  Annual Volume & Scale  Large-scale multi-day hosted conferences  7 per year — up to ~1,000 attendees each — planned and executed ground-up, nationwide  Studio-produced virtual events with VIP Live Audience  2–4 per year — professional studio production coordination — live in-person VIP audience hosted onsite  Major tradeshows  2–3 per year — full booth presence, logistics, staffing, and lead capture  Corporate presence events  5–10 per year — smaller engagements, table and booth support  Total annual portfolio  15–20 events per year across 4 multi-scope distinct formats    WHAT SUCCESS LOOKS LIKE    In the Office  Onsite at Events  Proactively updates the VP of Events on all event timelines, risks, and wins — without being asked  Owns the build of a comprehensive operations playbook — run-of-show templates, road crew training guides, shipping SOPs, and post-event checklists  Manages freight coordination, inventory auditing, and all pre-event logistics from kickoff through load-in  Identifies process gaps and builds systems to close them — before being told they exist  Integrates AI and technology tools into daily workflows to reduce manual work, improve accuracy, and document the impact  Commands the floor with calm authority — every station, every crew member, every variable covered before the doors open  Makes fast, sound decisions in real time without waiting to be directed — brings solutions, not problems, to the VP of Events and wider leadership team  Protects the attendee experience and the Buffini brand reputation in every onsite interaction and decision  Develops the road crew with clarity and confidence — crew members arrive briefed, prepared, and motivated to perform  Debriefs thoroughly after every event and translates learnings into measurable process improvements before the next one    DUTIES & RESPONSIBILITIES  Pre-Event Planning & Operations Strategy  Own end-to-end operational planning for the full 15–20 event annual portfolio — including floorplans, staffing and movement schedules, run-of-show development, risk mitigation, and contingency planning across all four event formats.  Develop, maintain, and continuously improve all run-of-show documents, staffing plans, and pre-event communication timelines aligned with show flow, speaker schedules, and attendee experience goals.  Build and own the events operations playbook from the ground up — including run-of-show templates, road crew training guides, shipping SOPs, BEO review protocols, staffing models, and post-event reconciliation checklists — replicable across all formats and transferable to future team members.  Coordinate all shipping and freight logistics: packing lists, freight vendor management, truck load-in/out, material handling, onsite storage, and inventory auditing with version control.  Manage gear, signage, printed collateral, and equipment inventory; coordinate reprints and updates with marketing and warehouse teams. Ensure all inventory is show-ready before deployment.  Conduct pre-conference venue walkthroughs covering floorplans, load-in routes, security, space configuration, and timing logistics.  Coordinate all sponsorship deliverables where applicable — promotional assets, booth logistics, registration lists, venue space, and power requirements — serving as primary sponsor point of contact onsite.  Ensure compliance with applicable regulations, fire codes, and venue restrictions; proactively resolve issues with venues and vendors before they become event-day problems.  Prepare and present event details, goals, and crew expectations in pre-event briefings to road crew and internal stakeholders.  Manage Road Crew and Leadership pre-event communication and coordination regarding expectations, travel, onsite decorum and more.   Support speaker contracting administration including book orders, speaker fee invoicing, and miscellaneous admin as needed.    Onsite Event Leadership & Execution  Serve as the primary onsite decision-maker for all events — resolving logistics, staffing, venue, vendor, and attendee-facing issues in real time to protect the attendee experience and the Buffini brand.  Lead all aspects of setup, event delivery, and teardown across all event spaces. Own the floor from load-in to the last case packed.  Assign, brief, train, and supervise all station-duty captains — Check-in, Customer Service, Sales, Mic Runners, and all other event day positions — with clear expectations, escalation paths, and performance accountability.  Build a structured road crew training and briefing model that produces a confident, consistent crew across all events — with a target of reducing onboarding time for new road crew by 30% within the first year.  Own stage setup including graphic hardware, steaming, carpeting, and speaker prop handoffs.  Support AV, video, content, and speaker teams with last-minute needs and real-time problem-solving throughout the event day.  Manage all aspects of road crew performance, morale, and communication throughout each event — coaching in the moment and holding the team to standards without micromanaging.    Studio-Produced Virtual Events with VIP Live Audience  Coordinate with professional studio production partners (including Worre Studios) on logistics, scheduling, and day-of execution for virtual events with a live in-person VIP audience component.  Manage onsite VIP audience logistics — check-in, seating, attendee flow, and hospitality — ensuring a world-class experience that matches the production quality of the broadcast.  Serve as the operational bridge between the studio production team and the Buffini events team, ensuring a seamless experience for both virtual and in-person audiences.    Tradeshow Management  Own Buffini & Company's full booth presence at industry tradeshows — from pre-show logistics and exhibit management through onsite staffing, lead capture, and teardown.  Manage exhibit vendor relationships, large-format booth structure, material handling, and pre-show preparation for all major tradeshow appearances (2–3 per year).  Coordinate with the partnership and marketing teams to drive booth attendance, promotional execution, and post-show lead follow-up.    Post-Event Operations & Reporting  Lead the post-event debrief process after every event — documenting what worked, what didn't, and what specific changes will be implemented before the next event cycle. Demonstrate measurable improvement in at least two operational areas per year.  Reconcile all vendor and freight invoices after each event; resolve billing discrepancies without VP involvement. Target: reduce post-event billing discrepancies by 50% within the first year.  Oversee equipment and signage repairs; ensure all inventory is audited and show-ready before next deployment.  Manage sales lead handoff and ensure accurate tracking in Salesforce with timely post-event follow-up via Marketo.  Proactively report event status, risks, wins, and key operational metrics to the VP of Events — before, during, and after each event — without being asked.    Technology Integration & Process Innovation  Identify and implement at least 2–3 AI-assisted or technology-enabled improvements to event operations within the first year — in run-of-show planning, crew communications, inventory tracking, or post-event reporting.  Document the impact of technology improvements and share findings with the broader events team to build organizational knowledge.  Continuously refine templates, checklists, and SOPs to create repeatable efficiencies and reduce ramp-up time across the annual event cycle.    CORE COMPETENCIES    Operations & Logistics  Leadership & Communication  Systems & Process  Large-scale operational mastery across multiple event formats  End-to-end run-of-show development and management  Freight, shipping, and inventory control  Venue and vendor management  Risk identification and contingency planning  Speaker and VIP logistics management  Road crew leadership and development  Autonomous decision-making under pressure  Proactive status reporting and executive communication  Cross-functional collaboration  Calm, professional presence under pressure  Clear briefing and crew accountability  Playbook and SOP development  Process improvement and systems thinking  AI and tech-forward workflows  Post-event data capture and debrief  Budget reconciliation and billing accuracy  Independent, autonomous lane ownership  QualificationsEDUCATION & EXPERIENCE  Bachelor's degree or equivalent professional experience required.  6–10+ years of experience in event operations, logistics, or event management — with demonstrated experience planning and executing corporate conferences, live events, and tradeshows at significant scale.  3+ years leading onsite event staff and road crews at large-scale events (500–1,000+ attendees).  Proven track record managing a multi-format event portfolio of 10+ events per year across simultaneous timelines.  Demonstrated ability to build and improve operations playbooks, SOPs, and repeatable systems and then execute effectively.   Experience managing complex freight and shipping logistics including large-shipment coordination, freight vendor management, warehouse inventory experience and pallet jack operation.  Experience working with or in direct support of keynote speakers, VIP guests, or high-profile executive talent onsite.  Experience coordinating with professional studio production teams for virtual or hybrid events is a strong plus.  Background in the speaking, coaching, professional development, or membership-based event space is a plus.  TOOLS & TECHNOLOGY  Project management platforms: Basecamp, Asana, Monday.com, or equivalent — proficient, self-directed, and able to train others.  Microsoft Office Suite: Outlook, Excel, PowerPoint, SharePoint.  Salesforce: running reports, organizing data, tracking leads, creating charts.  AI tools: Claude, ChatGPT, or comparable platforms — active, curious user who has already integrated AI into their workflow and can demonstrate specific examples of how it has improved their efficiency or output.  Event registration and event tech platforms — prior experience a plus, but not required.  Freight management and inventory tracking tools — practical experience a plus, but not required.  PHYSICAL REQUIREMENTS  The physical demands below are representative of those required to perform the essential functions of this role. Reasonable accommodations may be made for individuals with disabilities.    Ability to stand and walk for extended periods (up to 3+ hours continuously) during event days.  Frequently lift and/or move up to 30 lbs; occasionally up to 50 lbs onsite.  Operate a pallet jack to load/unload trucks and move materials through venues and warehouse facilities.  Travel throughout the United States and Canada (and potentially internationally) for events throughout the year, totaling between 15-20%.   Work extended hours immediately before, during, and after event days.  WORK ENVIRONMENT & TRAVEL  This is a hybrid role. Day-to-day, the Sr. Event Operations Manager works from the office as a senior individual contributor — planning, building systems, coordinating vendors, and managing the pre-event operational pipeline across the annual portfolio. In the days leading up to and during events, this person transitions into a field leadership role, managing road crew, running the floor, and serving as the primary operational decision-maker onsite. Regular travel to event locations across the U.S. is required throughout the year. The Servant Leader is expected to always represent Buffini & Company with professionalism and leadership presence — in the office, onsite, and with every vendor and venue partner they engage.