Event Operations Manager | Job Description
Join Our Team
At On The Lake Entertainment, we're in the business of creating unforgettable experiences. Whether it's a packed dance floor at a wedding, a corporate celebration, or a once in a lifetime event, we believe great entertainment starts long before the music begins. It starts with exceptional planning, clear communication, and making every client feel taken care of from day one.
We're a family run business built on relationships, attention to detail, and genuine care for the people we work with. As we continue to grow, we're looking for someone who shares those values and is excited to help us build the next chapter of our company.
The Opportunity
We're looking for someone who loves organization just as much as they love people.
In this role, you'll become the go to person for our clients throughout their planning journey. You'll help keep events organized, ensure no detail gets missed, support our performers, assist with the booking process, and help us continuously improve the systems that keep everything running smoothly behind the scenes.
You'll work directly with us, Bryan and Heather, as a trusted part of our team. This isn't a role where you'll simply follow checklists. We're looking for someone who takes ownership, thinks ahead, solves problems, and genuinely cares about delivering an outstanding experience.
If you get satisfaction from bringing order to chaos, creating great client experiences, and helping a growing business reach its potential, we'd love to meet you.
What You'll Do
Primary Client Communication & Event Planning
- Client Relationships: You'll be the main point of contact for our clients throughout their journey with us, from their initial inquiry right through to post event follow up. By leveraging our CRM, which is set up to automate a number of our standard touchpoints and initial inquiry follow-ups, you’ll have less repetitive admin work and more time to focus on building real connections. Your goal is to make every client feel supported, informed, and excited throughout the planning process while delivering the high level of service we're known for.
- Event Planning & Coordination: You'll lead the collection and organization of event details, including timelines, music selections, logistics, and special requests. You'll work closely with clients to ensure every detail is captured accurately and that everyone involved is set up for success on event day.
- Vendor & Talent Coordination: You'll coordinate with venues, planners, DJs, musicians, and other performers to ensure information is communicated clearly and all event documentation is accurate, organized, and up to date.
Client Experience & Sales Support
- Event & Service Expertise: You'll develop a strong understanding of our services, event logistics, and production requirements so you can confidently answer questions, anticipate potential challenges, and provide thoughtful guidance to clients throughout the planning process.
- Quotes, Contracts & Documentation: You'll prepare quotes, invoices, agreements, and event documentation with exceptional attention to detail, ensuring every client receives accurate information and a seamless experience.
- Lead Follow Up & Booking Support: You'll support the booking process by following up on inquiries, tracking opportunities within our CRM, preparing contracts, and helping ensure prospective clients receive the same outstanding experience as our booked clients.
- Service Recommendations: You'll confidently recommend additional services when appropriate, helping clients create the best possible experience for their event while ensuring all related documentation and communications remain accurate and up to date.
- Relationship Building: You'll assist with seasonal outreach and follow up with past clients, venues, and referral partners to help maintain strong relationships and support future booking opportunities.
Operations Leadership & System Optimization
- CRM & Dashboard Ownership: You'll oversee the day to day management of our CRM and internal tracking systems, ensuring leads, clients, event details, and key business information are consistently accurate and up to date.
- Reporting & Insights: You'll regularly review data and reporting to identify trends, bottlenecks, and opportunities for improvement, sharing recommendations that help us work smarter and continue improving the client experience.
- Systems & Organization: You'll help keep our digital files, shared drives, templates, and internal platforms organized, efficient, and easy for the team to use.
- Process Documentation: Working closely with us, you'll help build, document, and maintain internal guides, workflows, SOPs, and training resources that support both our core team and seasonal contractors.
- Continuous Improvement: We're always looking for ways to improve. You'll regularly review existing processes, identify opportunities for greater efficiency, and bring forward ideas that help us grow while maintaining the quality our clients expect.
Team Leadership & Seasonal Support
- Team Support & Training: You'll help onboard and support seasonal team members and contractors, ensuring they have the tools, resources, and guidance they need to succeed.
- Delegation & Quality Control: You'll confidently delegate administrative tasks where appropriate, provide training using approved resources, and review completed work to ensure the high standards our clients expect are consistently maintained.
Who You Are
- You genuinely enjoy helping people and creating exceptional experiences.
- You're highly organized and rarely let details slip through the cracks.
- You enjoy building systems and finding ways to make things work better.
- You are confident in using and optimizing automations and digital workflows.
- You're comfortable managing multiple projects and shifting priorities.
- You communicate confidently and professionally with clients, vendors, and team members.
- You're proactive, resourceful, and don't wait to be told what needs to be done.
- You thrive in a growing business where your work has a direct impact on the company's success.
What You'll Get
- Term: Full-Time, Permanent
- Hours: 40 hours per week. Day-to-day schedules offer flexibility, however you must be able to accommodate occasional evenings or peak weekend event-season needs
- Preferred Start Date: ASAP
- Compensation: $50,000-$55,000 base salary (based on experience)
- Perks: Use of a company laptop if needed, plus a $100 per month office allowance to cover business use of phone, internet and other office expenses.
- Vacation: Three Weeks
- Location: Fully Remote
- Training: Hands-on training and mentorship from experienced industry professionals with ongoing support
- Impact: A meaningful leadership role in a growing company and the opportunity to help shape the future of On The Lake Entertainment
Pay: $50,000.00-$55,000.00 per year
Benefits:
- Casual dress
- Flexible schedule
- Work from home
Application question(s):
- This role will require occasional onsite work which could include event or trade show support, team meetings or co-working sessions. Are you OK with this?
- Do you live within an hour's drive/commute of Hamilton, ON?
- Are you able to commit to a flexible schedule which will include evening and weekend work?
Experience:
- Event: 2 years (required)
Work Location: Remote
