Event Operations Manager

Overview

At Impact XM, we create powerful experiences that connect people, brands, and ideas. From immersive exhibits and live events to digital activations and brand environments, our work helps the world’s top organizations engage audiences in meaningful and measurable ways. We’re a global team of passionate creators, producers, and problem-solvers who bring strategy and storytelling to life through extraordinary experiences.

The Event Operations Manager serves as the central hub and connective anchor for Impact XM’s production and event teams. Supporting both the Experiential Production (EXP) and Meetings & Event Services (MES) departments, this role ensures the back-end operations, tools, systems, and workflows that power our client programs run efficiently and consistently. This person organizes, maintains, and optimizes internal processes that allow our teams to deliver world-class experiences.

They will collaborate with UK-based operations teams to align systems, share resources, and integrate workflows on a global scale. We’re looking for a proactive, organized, and resourceful professional who thrives in a fast-paced, collaborative environment and takes pride in helping others succeed. The ideal candidate is detail-oriented, dependable, and energized by building structure, solving problems, and keeping complex operations running smoothly.

• Serve as the day-to-day operational and administrative hub for both MES and EXP, managing shared systems, trackers, and tools that support production and event delivery.
• Provide coordination and organizational support across client projects and new business initiatives, ensuring teams are aligned and informed.
• Support Producers, Event Managers, and leadership with scheduling, resource tracking, and internal tool management.
• Maintain departmental trackers for project resourcing, freelance assignments, vendor contacts, and active program summaries.
• Partner with leadership to develop and maintain onboarding materials, process documentation, and guides for internal teams and freelancers.
• Ensure internal processes, templates, and workflows are consistently updated and applied across departments.
• Act as a go-to resource for operational questions, maintaining alignment with company procedures, file organization standards, and production best practices.
• Collaborate with UK operations and resourcing teams to align processes, integrate systems, and support coordinated global staffing.
• Facilitate cross-department communication between Creative, MES, EXP, Digital Solutions, Operations, and Finance teams.
• Support project reporting, forecasting, and visibility into departmental workloads, budgets, and schedules.
• Prepare and distribute meeting agendas, notes, and follow-up actions.
• Manage shared documentation, folders, and version control across departments.
• Assist with special projects, logistics, or production needs as requested, adapting to evolving priorities and timelines.

• Bachelor’s degree (B.A. or B.S.) or equivalent professional experience.
• 5+ years of experience in an agency, production, or event environment.
• Demonstrated ability to manage multiple priorities and deadlines in a fast-paced, detail-oriented setting.

• Strong understanding of project tracking, documentation, and operational workflows.
• Familiarity with resource management, contracting, vendor setup, and administrative best practices.
• Proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook) and project management tools (e.g., Monday, Smartsheet, Asana).
• Experience with budget tracking systems and financial documentation.
• Excellent communication skills, with the ability to document, organize, and share information effectively.

• Exceptionally organized, proactive, and dependable.
• Calm and adaptable under pressure, with a solutions-oriented mindset.
• Strong collaborator who builds trust and alignment across teams.
• Driven by teamwork, accountability, and the satisfaction of making things happen.
• Detail-focused with excellent follow-through and a commitment to excellence.

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