Event Program Manager

POSITION SUMMARY

We are seeking a highly organized and strategic Event Program Manager to lead the project management, planning, and operational execution of corporate events that support Brand Partner engagement, leadership development, recognition programs, and business growth initiatives. This role is responsible for developing and managing detailed project plans, coordinating cross-functional deliverables, and ensuring seamless execution of large-scale conferences, incentive trips, leadership events, and virtual experiences.

The ideal candidate is an experienced project manager with a strong background in event operations, timeline management, stakeholder coordination, and process execution within a fast-paced, high-volume environment.

SUPERVISORY RESPONSIBILITIES 

This position has no supervisory responsibilities for this role.

ESSENTIAL DUTIES AND RESPONSIBILITIES  

Project Management & Event Planning

• Lead project management for corporate events from concept through execution and post-event evaluation
• Develop and maintain comprehensive event project plans, timelines, workback schedules, and task tracking systems
• Define project milestones, dependencies, ownership, and deliverables across all event workstreams
• Manage multiple concurrent event projects while ensuring deadlines and business objectives are met
• Facilitate recurring project meetings, status updates, and cross-functional planning sessions
• Identify project risks, operational gaps, and resource constraints while implementing proactive solutions
• Create and maintain standardized event planning processes, templates, and documentation

Cross-Functional Coordination

• Serve as the central point of coordination between internal departments including sales, marketing, communications, compliance, training, operations, creative, and executive leadership
• Ensure alignment of event deliverables, messaging, timelines, and approvals across teams
• Track action items and hold stakeholders accountable for project deadlines and deliverables
• Coordinate executive presentations, recognition programs, and agenda management

Vendor & Budget Management

• Manage vendor relationships, contracts, timelines, and deliverables 
• Track event budgets, forecasts, invoices, and reconciliation processes
• Support sourcing and coordination of venues, agencies, production companies, and travel partners
• Monitor project scope and expenses to ensure alignment with budget expectations

Reporting & Continuous Improvement

• Maintain detailed project documentation, event calendars, status reports, and post-event recaps
• Analyze event performance, attendee feedback, and operational outcomes to identify improvement opportunities
• Develop scalable systems and best practices to improve planning efficiency and execution consistency
• Support leadership reporting with project updates, timelines, and key metrics

QUALIFICATIONS AND EXPERIENCE 

Education:

• Bachelor’s degree in Event Management, Hospitality, Marketing, Communications, Business, or related field preferred

Experience: 

• 5+ years of experience in event project management, corporate events, program management, or operations 
• Strong experience building and managing detailed project plans and timelines
• Experience leading cross-functional initiatives in deadline-driven environments
• Experience with event management platforms such as Cvent, InEvent, or Rain Focus preferred

Project Management: 

• Strong experience building and managing detailed project plans and timelines
• Proven ability to manage multiple complex projects simultaneously
• Proficiency in project management tools such as Asana, Monday.com, Smartsheet, Airtable, Trello, or Microsoft Project

Interpersonal Skills: 

Ability to interact with internal and external stakeholders, high emotional intelligence, confident and concise communication

Technical Skills: 

• Proficiency in Outlook, Excel, Work, and PowerPoint. 

Keys to Success

• Builds highly organized and actionable event project plans
• Maintains clear communication across stakeholders and leadership teams
• Drives accountability and keeps projects moving forward on schedule
• Executes complex events with operational excellence and attention to detail
• Creates scalable planning systems that improve team efficiency and event outcomes

Work Environment & Physical Demands

Travel Requirements: Domestic and international travel up to 25%

LifeWave will operate as an in-office organization, and all employees are required to work onsite in alignment with corporate policy. While performing the duties of this job, the employee is regularly required to work at a computer workstation and be mobile within the office. Occasional movement of up to 25 pounds may be required.

LifeWave is committed to creating an inclusive workplace that values diversity and promotes equal opportunities for all. We embrace the principles of the Americans with Disabilities Act (ADA) and strive to provide reasonable accommodations to qualified individuals with disabilities.

In our pursuit of building a diverse and talented team, we encourage candidates of all abilities to apply for positions at LifeWave. If you require accommodation during the application or interview process, please inform our HR department, and we will work with you to ensure your needs are met.