Event Manager
Reports to: Director of Events
Location: New York, NY
Max Mara USA is seeking an Event Manager to join our Events team and support the planning, production, and execution of events, pop-ups, client experiences, and brand partnerships across North America.
Working closely with the Director of Events, this role will independently manage assigned events and special projects from initial planning through execution and post-event reporting. The Event Manager will collaborate with internal teams, Italian Headquarters, retail stores, external vendors, and strategic partners to deliver elevated experiences that reflect the standards and identity of Max Mara and its brands.
The ideal candidate is a highly organized, proactive, and solutions-oriented event professional with experience in luxury fashion, retail, special events, and/or brand partnerships. They are a strong project manager who can manage multiple priorities, confidently lead vendors and cross-functional teams, and take ownership of projects in a fast-paced environment.
Key Responsibilities
Event Management
- Manage the planning and execution of assigned image events, retail events, pop-ups, client experiences, internal events, and special projects for Max Mara, Weekend Max Mara, Marina Rinaldi, and other owned brands, licensees, and concessions.
- Partner with the Director of Events to develop event plans, timelines, budgets, production requirements, and execution priorities.
- Manage multiple projects simultaneously, ensuring deadlines, deliverables, and logistics are effectively coordinated.
- Lead onsite event execution, including vendor arrivals, setup and breakdown, guest flow, staffing, hospitality, and day-of troubleshooting.
- Partner closely with retail teams to ensure stores are prepared and aligned on event objectives, logistics, and client experience.
- Travel domestically and work occasional evenings and weekends as required by the event calendar.
Production & Vendor Management
- Research and coordinate with event production companies, venues, and event partners.
- Manage day-to-day communication and logistics with vendors including florists, caterers, rental companies, fabricators, printers, AV providers, staffing agencies, and other production partners.
- Request and review vendor estimates and proposals in partnership with the Director of Events.
- Assist with contracts, invoices, production schedules, and vendor deliverables.
- Ensure all vendors understand event requirements, timelines, and Max Mara's luxury brand standards .
- Proactively identify potential challenges and develop solutions in partnership with the Director of Events and relevant stakeholders.
Brand Partnerships
- Research and identify potential cultural, charitable, media, museum, hospitality, and brand partnership opportunities .
- Support the development and execution of partnership activations, including partner communication, logistics, deliverables, and onsite execution.
- Build and maintain strong relationships with external partners while identifying opportunities that support brand visibility, client engagement, and business objectives.
- Support the annual partnership calendar and development of partnership materials and guidelines.
Headquarters & Cross-Functional Collaboration
- Collaborate with Italian Headquarters and international partners to execute North American events and initiatives in alignment with global brand direction.
- Coordinate HQ approvals, creative assets, presentations, timelines, and reporting as required.
- Partner closely with Retail, CRM, Marketing, PR, Merchandising, Finance, Legal, Digital, and Store teams to ensure event requirements and deliverables are clearly communicated and executed.
- Serve as a key point of contact for assigned projects, communicating timelines, responsibilities, and action items to internal and external stakeholders.
CRM, Client Engagement & ROI
- Partner with CRM and Store teams to identify target audiences and develop appropriate client lists for events.
- Manage RSVP and deployment processes, ensuring accurate and timely event information is communicated to stores and clients.
- Support tracking of event attendance, client acquisition, sales, and other key performance indicators.
- Prepare post-event recaps and support ROI reporting by gathering sales and performance data.
- Identify insights and learnings to inform future event strategies and client engagement initiatives.
Project Management & Administration
- Maintain event calendars, project timelines, event directives, budgets, RSVP lists, invoices, vendor information, presentations, and post-event recaps.
- Create and maintain detailed time & action plans , following up with stakeholders to ensure deadlines and deliverables are met.
- Coordinate event collateral, gifting, signage, décor, and other event assets, including shipping, packaging, inventory, and logistics.
- Collaborate with graphic designers and creative/production vendors on invitations, menus, signage, presentations, and other event materials.
- Maintain organized event files and ensure project information is accurate and accessible.
Team Collaboration & Leadership
- Take ownership of assigned projects and serve as the day-to-day project lead for internal teams and external vendors.
- Provide direction and support to coordinators, temporary staff, and event support teams as needed.
- Coordinate task assignments and follow up on deadlines to keep projects moving forward.
- Serve as a resource to retail and corporate teams and help resolve issues throughout the event lifecycle.
- Contribute to a collaborative, accountable, and solutions-oriented Events team.
Qualifications
- Bachelor's degree required.
- 5+ years of relevant professional experience in luxury fashion, retail, special events, experiential marketing, brand partnerships, or a related field.
- Experience managing events from concept and planning through onsite execution and post-event reporting.
- Strong project management and organizational skills, with the ability to manage multiple priorities and deadlines.
- Excellent communication and interpersonal skills, with the ability to work effectively with internal teams, senior stakeholders, vendors, and external partners.
- Advanced proficiency in Microsoft Office and Google Workspace .
- Experience with Adobe Creative Suite preferred.
- Experience with Salesforce or another CRM platform strongly preferred.
- Strong attention to detail and a high level of accountability.
- Ability to travel domestically and internationally as required.
- Flexibility to work occasional evenings and weekends based on the event calendar.
- Passion for luxury fashion, culture, hospitality, and creating exceptional client experiences.
What We Offer
- Comprehensive benefits package for eligible full-time employees, including medical, dental, vision, and mental health benefits
- 401(k) retirement plan
- Annual clothing allowance
- Employee discount
- Annual bonus opportunity
- Company-covered business travel
- Company credit card for approved business expenses
- Opportunity to work within a globally recognized luxury fashion house and contribute to high-profile events and brand experiences