Event Experience Manager

About the Company

CROW Practice, short for Coordinated Response on Wellness, was established in 2016 to deliver high-impact wellness experiences for corporate professionals in the live events space. The company supports meetings, conferences, and other events across the country with wellness offerings designed to raise the bar for the industry.

The Role

The Operations team is central to managing CROW events, wellness experts, client relationships, and day-to-day operational administration. As the Event Experience Manager, you will act as the lead for the Operations department, overseeing the sourcing and execution of CROW’s live-event wellness services. You will work closely with the core team, report directly to the Founder, and coordinate with other department leads and team members.

Core Values

• Kaizen: a commitment to continuous improvement
• Win-Win: finding outcomes that work well for everyone involved
• Collaboration: building results through teamwork and mutual support
• Holistic Wellness: recognizing how all aspects of well-being connect
• Innovation: creating meaningful forward progress

Location and Work Setup

This role is based in Central Florida and is mainly hybrid, with monthly in-person team meetings and regular on-site event duties. Preferred candidates live in one of these Orlando-area ZIP codes: 32807, 32803, 32814, 32812, 32822, 32825, 32829, 32806, 32801, 32817, 32792, 32789, 32804, or 32827.

Applicants must have dependable personal transportation, current vehicle registration, and active car insurance. They should be able to attend monthly meetings in Orlando and Titusville, Florida, either in person or virtually, and be willing to travel out of town for work programs. Travel-related mileage, flights, meals, and other expenses will be covered or reimbursed.

Work Hours and Employment Details

This is a full-time role with an average workload of 30 to 35 hours per week, depending on operational needs. The schedule is flexible, but the person in this role must remain consistently available to support clients and company priorities. Core business hours are 10:00 AM to 5:00 PM Eastern Time, and time management is especially important because of the seasonal nature of live events.

The Event Experience Manager will be supported by an Administrative Virtual Assistant and an Event Coordinator. The role requires flexibility to handle client relations, vendor coordination, process improvement, operational initiatives, and business development.

Compensation

Compensation follows a performance-based transition model. During the first three months, pay is hourly: Month 1 at $20 per hour, Month 2 at $22 per hour, and Month 3 at $26 per hour. After successful onboarding and demonstrated role competency, compensation may transition at any point during Months 1 through 3 to an annual salary in the range of $35,000 to $50,000.

During onboarding, the selected candidate will evaluate, identify, and help drive improvements across company-wide and department-level processes. Performance and expectations will be reviewed monthly with the Founder. Once fully effective in the role, the employee may also earn a 10% commission on new clients they personally bring to a signed contract.

Primary Responsibilities

The role covers pre-event planning, vendor and talent management, data administration, on-site program leadership, process improvement, inventory control, and reporting.

• Partner with the Sales team to support client engagement and new business efforts.
• Identify operational needs that affect sales negotiations and client contracts.
• Recruit, screen, hire, and onboard Wellness Experts and Program Managers.
• Act as the main post-sale point of contact for clients, wellness experts, vendors, and program managers.
• Review provider availability and pricing, and lead compensation discussions with WEXs and Program Managers.
• Maintain strong working relationships through phone, email, text, social channels, and regular follow-ups.
• Manage newsletters, celebrations, birthdays, gifting, collaboration initiatives, first-right-of-refusal opportunities, and event evaluations for WEXs.
• Lead biweekly New Services and Service Directory meetings.
• Handle recruitment, vetting, pricing, hiring, logistics, contracts, onboarding, and operational planning for new services.
• Maintain accurate vendor backup and contact databases, including services, pricing, photos, event history, and performance notes.
• Keep vendor records organized, current, and usable for planning and selection.
• Use HubSpot, Asana, PandaDoc, Google Workspace, and SignUpGenius to manage operations and related technology.
• Maintain records for wellness experts, vendors, clients, and internal workflows.
• Oversee onboarding for wellness experts and vendors.
• Build and update SOPs, sales templates, vendor backup procedures, and the Service Directory.
• Support client communication during the In-Traction and Sold Program stages.
• Track service agreements, company policies, payroll requirements, Certificates of Insurance, liability insurance, and related documents.
• Manage client administrators within SignUpGenius.
• Serve as the lead Event Manager and on-site contact for clients, banquet staff, providers, and vendors during events.
• Coordinate arrival timing, parking, setup, logistics, and on-site event execution.
• Work with Marketing on event photography and videography.
• Drive process improvement initiatives within Operations.
• Develop and maintain departmental SOPs.
• Oversee the vendor backup process.
• Create service agreements and program briefs that outline timelines, pay rates, responsibilities, and expectations.
• Lead the KAIZEN process by incorporating feedback, surveys, and event photos into company documentation and team reviews.
• Manage event inventory and related operational workflows.
• Plan, order, ship, pack, and distribute materials for local and national events.
• Maintain branded items, signage, giveaways, displays, and equipment.
• Track stock, reorder supplies, and oversee recovery, storage, and the company storage unit.
• Maintain records for contracts, budgets, schedules, communications, expenses, receipts, P&L statements, and event documentation.
• Ensure receipts are uploaded to the correct event folder.
• Manage constructive operational feedback for both WEXs and clients.
• Track professionalism, punctuality, compensation rates, vendor performance, WEX performance, client satisfaction, and program outcomes.

Requirements

• At least 4 years of high-volume event, agency, or project management experience handling multiple active projects at once, including 2 years in a lead or supervisory role managing contractors, vendors, or staff.
• Strong communication and customer service skills with the ability to anticipate issues, calm tense situations, adapt quickly, run virtual and in-person meetings, and maintain relationships across phone, email, text, Zoom, social media, and calendars.
• Experience managing the full vendor lifecycle, from recruitment and agreements to onboarding and ongoing relationship management.
• Background in event logistics, inventory handling, material movement, and on-site setup for teams of 5 or more.
• Advanced use of HubSpot, Asana, and Google Workspace, including building workflows, reports, automations, or process improvements in at least one platform.
• Experience finding operational gaps, documenting procedures, and implementing measurable improvements that saved time or reduced cost.
• Willingness and ability to travel nationwide as needed.
• Genuine interest in wellness and mindfulness, with the ability to represent the organization’s mission and communicate effectively with wellness experts.
• Ability to work in fast-paced, high-pressure settings while handling changing workloads of roughly 25 to 35+ hours per week.
• Valid Florida driver’s license and access to a reliable personal vehicle capable of transporting event inventory and traveling to meetings and event sites.
• Professional written and spoken English.

Preferred Qualifications

• Experience in corporate wellness, hospitality, or healthcare-related environments.
• CMP certification, formal project management training, or at least 1 year of hands-on experience with a recognized project management approach such as Waterfall or Agile.
• Experience using or leading a structured process improvement method such as KAIZEN.
• Professional written and spoken Spanish.

Equal Opportunity and Accommodations

CROW Practice is an equal opportunity employer. Hiring and employment decisions are made without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, age, disability, genetic information, political affiliation, military service, veteran status, or any other protected characteristic. Reasonable accommodations are available for qualified applicants and employees with disabilities and for sincerely held religious beliefs and practices, as required by law.