Operations Manager

Job Title: Operations Manager, full-time position
Location: In-office; Pelham, NY (flexibility for certain days working at home)
Company/Type: EW Group, large-scale, peer-to-peer event planning and management services

Company Overview

EW Group is a boutique consulting, management, and event marketing agency headquartered just outside of New York City. Since 1999, we’ve designed, planned, and hosted over 850 events, bringing together more than half-a-million people nationwide. Our events have helped nonprofits raise over $250 million for causes including the National MS Society, St. Jude’s Children’s Hospital, United Way, The Alzheimer’s Association, Autism Speaks, and many more. And we organize some of the largest academic events, such as New York University’s (NYU) Commencement ceremony at Yankee Stadium for 35,000 participants. We specialize in a wide range of events for nonprofits, universities, and corporations, combining strategy, creativity, and flawless execution to create exceptional, immersive experiences.

Summary of Role

We are seeking a detail-oriented and organized Operations Manager to join our dynamic team. The Operations Manager will ensure efficient daily company and office operations, support event logistics, and assist with administrative and operational tasks that enable successful event delivery. Reporting to the CEO, this is a hands-on role that collaborates closely with project teams, vendors, clients, and finance and operational stakeholders, while fostering a positive work environment.

Key Responsibilities

Administrative Management

• Oversee day-to-day office operations, including receiving mail/packages and distribution, ordering/organizing supplies, facilities/storage management, and equipment/facilities maintenance.
• General IT and software systems coordination and support; includes internal and external communications platforms and social media planning.
• Collaborate with the Director of Finance on HR tasks, financial report preparation, invoicing, budgeting and event staff reimbursements; requires experience with software tools such as Paychex, Ramp, QuickBooks, etc.
• Maintain employee records, assist with recruitment coordination, and support payroll-related tasks as needed.
• Assist with key internal and external communications.
• Plan and execute employee events, including holiday parties, dinners and off-site planning meetings.

Supply Procurement & Logistics Management

• Order and manage office and event supplies, maintaining inventory and overseeing supply 
  storage facilities.
• Manage vendor relationships, obtain quotes, compare proposals, and track contract terms.
• Liaise with clients on event supply lists and manage packing for events.
• Create and oversee truck packing lists and logistics for event supplies.

Project and Team Support

• Coordinate and schedule key internal team and client meetings; record/distribute meeting notes.
• Assist with onboarding and offboarding of staff and temporary personnel; coordinate communications and assignments for freelance resources.
• Identify bottlenecks and implement improvements to general team communications and processes.
• Maintain and improve standard operating procedures (SOPs) for common team administrative tasks.

Pre-Event & Event Preparation

• Support event owners in creating staff and volunteer badges, signage, and communication plans.
• Oversee the hiring of event crew and manage independent contractors' timesheets.
• Help organize event travel arrangements for staff.
• Ensure all pre-event documentation and materials are prepared and organized.

Event Responsibilities

• Attend event set-ups/breakdowns and manage volunteer check-in, event HQ, and logistics on 
  event days.
• Provide physical support and assist with various event-day needs as directed.

Qualifications and Skills

Required:

• Education: Bachelor’s degree; major in Hospitality/Events Management, or related field is a plus.
• Experience: 2-4 years in office management, operations and/or event-related support.
• Strong organizational and project management skills, with meticulous attention to detail.
• Excellent written and verbal communication skills.
• Proficiency with office software (Microsoft 365 or Google Workspace), project management and CRM tools; familiarity with communications platforms such as Slack, Teams. Experience with event management tools such as Eventbrite is a plus.
• Knowledge of HR, payroll and budgeting tools such as Paychex, Ramp and QuickBooks.
• Available to work flexible hours, including evenings and weekends as needed.
• Basic financial acumen: invoicing, budgeting, expense tracking.
• Ability to prioritize in a fast-paced environment and manage competing deadlines.

Preferred:

• Responsible for event planning activities with proven results.
• Strong problem-solving skills and the ability to anticipate needs.
• Familiarity with event logistics and supply management.
• Knowledge of WordPress/Website hosting/development and social media platforms.

Compensation & Benefits

We are committed to the well-being of our team members and offer a competitive, robust benefits package to support you and your family:

• Competitive salary based on experience ranging from $70,000 - $90,000.
• Medical, Dental, and Vision Coverage: Choose from multiple plans with generous employer contributions.
• Flexible Spending Account (FSA): Pre-tax options to help cover eligible healthcare expenses.
• Paid Time Off (PTO): a competitive package to support your work-life balance.
• Opportunity for professional development and growth in a supportive environment.

To Apply:

If you’re excited about joining our team and believe you’re a great fit for this role, please submit your resume and a cover letter to: jlogozzo@ewgrp.net.