Now hiring
Director of Events Operations
Now hiring

Director of Events Operations

About Toptal

Toptal is a global network of top freelance talent in business, design, and technology that enables companies to scale their teams, on-demand. With $200+ million in annual revenue and over 40% year-over-year growth, Toptal is the world’s largest fully remote company.

We take the best elements of virtual teams and combine them with a support structure that encourages innovation, social interaction, and fun. We see no borders, move at a fast pace, and are never afraid to break the mold.

Position Description

Are you looking for an exciting opportunity managing a large portfolio of high end third party sponsorships and bespoke private gatherings for a company that truly values events? Are you willing to roll up your sleeves and push that little extra to wow both your attendees and internal stakeholders? Are you open to frequent travel, often internationally? If so, we encourage you to apply to our Director of Events Operations role. This role reports to our VP of Events and is part of our broader Marketing team. The Toptal Events team is fully aligned with our Revenue and Talent Acquisition teams to maximize both measurable and intangible results.

As the Director of Events Operations you will be responsible for the successful operational planning and execution of Toptal events and third party sponsorships that support multiple functions. You will be collaborating with third party event promoters and internal stakeholders to gain a full understanding of all entitlements, deliverables, timelines, goals, and budgets; then creating and executing a comprehensive plan for successful production of each event in your portfolio. You will be expected to manage all aspects of event operations Including budgeting, site selection, food & beverage, setup, teardown, decor, collateral, staffing, scheduling, registration, travel, shipping, storage, and more. By managing all operational aspects of Toptal’s events calendar, you will drive high quality logistical execution of a large number of meaningful events.

This is a remote position that can be done from anywhere. Due to the remote nature of this role, we are unable to provide visa sponsorship. Resumes and communication must be submitted in English.

Responsibilities:

  • Coordinate with the Vice President of Events to create detailed operational plans, goals, assignments, and expectations for each event we sponsor or produce.
  • Coordinate independently with external and internal stakeholders to understand entitlements, opportunities, timelines, and goals.
  • Leverage all available resources to successfully execute event plans beginning to end.
  • Travel to and execute a large number of in-person events.
  • Remote management of a large number of virtual events.
  • Serve as the main point of contact with various third party event promoters once a contract is submitted.
  • Manage event contracts though our legal process.
  • Create various channels and organize folders for events once contracts are signed.
  • Independently manage event collateral, shipping, labor, decor, scheduling, travel, setup, teardown, and all other executional items.
  • Create an environment where Toptal attendees can travel to events with confidence and with no logistical distractions.
  • Planning and onsite management of any bolt-on events such as dinners and gatherings, including site selection, registration, food and beverage management, etc.
  • Track all expenses against each given event and help manage the overall Events team budget.

In the first week, expect to:

  • Onboard and integrate into Toptal.
  • Familiarize yourself with the overall Toptal events schedule.
  • Learn more about Toptal’s overall events strategies, including quality and service level expectations.

In the first month, expect to:

  • Travel to two events with current team members.
  • Familiarize yourself with Splash and other event management platforms.
  • Get to know the Marketing, Revenue, and Talent Acquisition teams with whom you’ll be working.
  • Contribute to operational planning and strategy on upcoming events.

In the first three months, expect to:

  • Coordinate directly with third party event promoters and begin coordinating event sponsorship execution on your own.
  • Work with other members of the Events team to clearly define responsibilities event by event.
  • Travel to five or six events, some on your own, acting as the primary lead.
  • Build strong relationships with other Toptal event attendees, and understand their needs and expectations.
  • Begin the larger task of organizing and prioritizing needs for the overall events calendar.

In the first six months, expect to:

  • Travel to 10-12 events as the onsite Events team lead.
  • Assume responsibility for event sponsorship contracts as they are submitted, and follow through with your own detailed operation plan.
  • Source at least one Toptal produced event from idea stage to physical reality, likely in conjunction with an existing third party sponsorship which you will also be managing.
  • Optimize execution and expense management through your deep understanding of all Toptal events activities and identification of operational efficiencies.
  • Win the trust and confidence of other Toptal event attendees as you demonstrate your competence and care for our teams.
  • Implement a standardized swag plan for onsite giveaways.
  • Provide accurate tracking of dollars spent, then use that information to re-forecast upcoming event budgets.

In the first year, expect to:

  • Proactively take most third party event sponsorship agreements from contract stage though final staffing and operational execution.
  • Source and execute multiple Toptal event experiences beginning to end, including at least two full-on executive summits, managing all operational aspects.
  • Establish yourself as a trusted “go-to” advisor for Toptal event attendees, streamlining travel and onsite scheduling.
  • Improve Toptal’s onsite presence including optimization of event displays, collateral, and swag.
  • Establish and manage up to three warehouse locations for Toptal event supplies, and all associated shipping and tracking.
  • Independently manage the purchase and distribution of all Toptal event swag.
  • Independently manage detailed tracking and reporting of all event budgets.

Requirements:

  • Frequent travel within North America and Europe.
  • A minimum of five years of large conference/trade show operational management experience.
  • A minimum of three years in hotel and food and beverage management.
  • A deep understanding of standard operating procedures and costing for small and large events.
  • The ability to negotiate favorable outcomes with various stakeholders in unpredictable circumstances, often at odd hours, and away from home.
  • Willingness to wear many hats and support the broader team as needed.
  • An eye for top quality and excellence.
  • Expertise in Splash, Cvent, and/or event planning software preferred.
  • You must be a world-class individual contributor to thrive at Toptal. You will not be here just to tell other people what to do.
For Toptal Use Only: #LI-REMOTE #us #LI-AE1

Who You Will Work With

Keith Berlin

Keith Berlin

VP of Events

As Toptal’s VP of Events, Keith builds curated, high-end thought leadership events based on the Future of Work and the Talent Economy for Toptal clients, network talent, and core team members. Keith brings over a decade of experience creating enterprise executive gatherings, most recently with Evanta, a Gartner company. While there, Keith launched and grew the first commercially viable CMO Executive Summit as well as numerous private executive event series, specializing in executive community building, audience development, and sponsorship program development. Keith majored in English Literature at Penn State University and Montana State University. He volunteers with The Classic Wines Auction, Write Around Portland, and Columbia Riverkeeper.

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Working at Toptal

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