Event Planning & Vendor Relations Manager

Xtreme Xperience, headquartered in Chicago, IL, is a celebrated experiential company that has been offering exhilarating exotic car driving experiences since 2012. Having successfully helped over 750,000 people cross "drive an exotic car" off their bucket lists, the company has rapidly grown and frequently travels across the United States, hosting weekend-based events on various racetracks. Notably, Xtreme Xperience has repeatedly been recognized by Inc. Magazine as "America's Fastest Growing Companies" since 2017, a testament to its dynamic leadership, passionate team, and unique offering. The core values of the company center on Safety, Service, Culture, and Consistency, which are reflected in the company’s well-rounded employee culture. Employees enjoy monthly birthday celebrations, company field trips to automotive events like the Chicago Auto Show, celebratory parties, and exclusive perks such as free supercar drives and access to company supercars. The company fosters a welcoming, progressive, and inclusive environment where team members thrive and feel valued regardless of their background.

The Event Planning & Vendor Relations Manager at Xtreme Xperience plays a pivotal role in driving the company's operational success by overseeing the event planning team and ensuring meticulous coordination of all race track events nationwide. Reporting directly to the XX Leadership Team, this managerial position acts as the strategic architect and operational leader for the department, orchestrating the planning, budgeting, and vendor procurement efforts for 8 or more marquee events annually. This position requires a self-driven "go-getter" with impeccable attention to detail and excellent executive presence who can build cost-saving initiatives without compromising the company’s four pillars of success.

This leadership role includes managing and mentoring the Event Planning Specialists and Senior Specialists, scheduling and conducting performance reviews, hiring and training new talent, and serving as the main escalation point to ensure smooth communication between the planning team and track contacts. Vendor relations are a key focus, including negotiating contracts with nationwide racetrack venues to maximize profitability while minimizing corporate liability. Additionally, the Manager is responsible for managing high-level travel procurement accounts involving hotel, airline, and rental car partnerships to realize significant company-wide cost savings.

Process optimization and technological advancements are also core components of this role, with expectations to streamline workflows, implement CRM solutions like HubSpot, and create dashboard reporting tools for leadership to monitor event statuses efficiently. Financial stewardship is paramount, as the Manager collaborates closely with leadership on budgeting, holds profit and loss accountability for events, and rigorously monitors departmental spending to avoid budget overruns.

The role requires flexibility to support the launch of new event offerings, manage high-volume lodging contracts exceeding 100 room nights per event, and coordinate internal corporate events such as the Annual Conference and holiday celebrations. Physical demands include the ability to lift over 50 pounds and assist with equipment setup and breakdown at event sites. The work schedule is hybrid remote at the Chicago office with expected travel to approximately eight events per year. The position offers an annual salary range of $85,000 to $95,000 and a comprehensive benefits package including health insurance, retirement plans, paid time off, and professional development support. Xtreme Xperience proudly embraces diversity and inclusivity, inviting all qualified candidates to apply and "come as you are."