XENOM Inc
Event Operations & Workforce Manager
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Location: London, UK
Working pattern: Hybrid – 3 days per week in the London office, 2 days working from home
Travel: Significant international travel (including weekend working) across XENOM's global event calendar (approx 10 events in year 1)
Reporting to: Head of Event Operations
Salary: £45,000–£55,000 depending on experience
About XENOM
XENOM is building a global functional fitness competition and event series, delivering large-scale live events across Europe, USA and other international markets.
We are looking for an Event Operations & Workforce Manager to join our HQ Operations team and play a key role in delivering XENOM events around the world.
The Role
This is a varied, hands-on role combining event workforce management, staff travel, supplier management, event operations and staff welfare.
A major focus will be building and managing the volunteer workforce required to deliver each XENOM competition, developing relationships with gyms, coaches and fitness communities to create a reliable pool of judges, athlete support teams and event workforce.
Alongside this, you will act as a key operational partner to the Head of Operations, taking ownership of important event workstreams, managing key suppliers including travel and accommodation partners, and supporting the practical requirements that keep each event running effectively. The role suits someone who enjoys creating structure and systems but is equally comfortable solving problems onsite in a fast-moving event environment.
Key Responsibilities
Event Workforce
- Develop and deliver the workforce plan for each event with the Operations and Competition teams.
- Recruit and manage event workforce across judging, athlete management and event support roles.
- Build strong relationships with CrossFit affiliates, functional fitness gyms, coaches, universities and sporting communities.
- Create a growing network of repeat XENOM workforce members across different markets.
- Manage applications, communications, rostering, attendance and contingency planning.
- Develop strategies to improve retention, reliability and progression.
- Work with the Competition team to ensure technical requirements and competencies are understood and met.
- Coordinate paid local support where required for recruitment, language and onsite support
- Own and develop XENOM's workforce management systems and reporting.
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Staff Travel & Accommodation
- Manage XENOM's appointed travel and accommodation suppliers.
- Maintain the travelling staff list and requirements for each event.
- Coordinate flights, rail, hotels and rooming lists through appointed suppliers.
- Manage changes, cancellations and travel disruption.
- Coordinate staff arrival and departure information.
- Monitor travel and accommodation costs against budget.
- Develop consistent travel processes as the event calendar grows.
Event Operations
- Act as a key operational support to the Head of Operations from planning through to onsite delivery.
- Take ownership of defined operational workstreams for each event.
- Coordinate the equipment, technology and resources required by XENOM's travelling team.
- Manage sourcing and procurement of operational equipment and services.
- Maintain XENOM's travelling event operations kit and ensure it is event-ready.
- Support event setup, operational readiness and onsite problem-solving.
- Develop repeatable checklists, processes and systems across the global event calendar.
Staff Welfare & Event HQ
- Plan and manage Staff HQ at each event.
- Coordinate crew catering, refreshments and welfare requirements.
- Manage crew clothing, accreditation, crew whatsapp communities and radio distribution.
- Ensure staff and contractors receive the information and resources needed to perform their roles effectively.
- Help create an organised and positive working environment for the wider event team.
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What We're Looking For
We are looking for someone with approximately 4–6 years' experience in event operations, workforce management, staffing, sports events or a related field.
You should have:
- Strong live event experience.
- Experience managing temporary staff, volunteers, event crew or workforce.
- Excellent organisation and project management skills.
- Experience managing multiple workstreams and deadlines.
- Strong communication and relationship-building skills.
- Confidence managing suppliers, partners and freelance teams.
- A practical, solutions-focused approach with strong attention to detail.
- Confidence taking ownership and working independently.
- Willingness to travel internationally and work weekends during event periods.
Additional Desirable Experience
- Experience within functional fitness, CrossFit or the wider fitness industry.
- Existing relationships with gyms, coaches, judges or fitness communities.
- Experience working on mass-participation sporting events.
- Experience recruiting and managing large volunteer or temporary workforces.
- Experience using workforce management or rostering software.
- Experience coordinating international staff travel and accommodation.
The Person
This role would suit someone who enjoys variety and taking ownership.
One day you may be building relationships with gyms in a new market; the next you may be managing a travel supplier, coordinating an operational requirement with a venue or supporting the team onsite.
You will be comfortable moving between planning, supplier management, relationship building and hands-on event delivery.
As XENOM grows, the role will also help shape the future structure of our global Operations and Workforce team.
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