Project Manager - Events

JOB OVERVIEW

The Project Manager oversees all facets of event management, including pricing, work orders, and pre-event execution. This role requires exceptional organizational skills, attention to detail, and the ability to manage multiple projects simultaneously. The ideal candidate will work closely with clients, vendors, and internal teams to ensure successful event delivery while adhering to budgets and timelines.

KEY RESPONSIBILITIES

• Develop and implement comprehensive event and project plans, including timelines, budgets, and production schedules.
• Coordinate and manage projects from initiation through completion, ensuring all milestones and deliverables are met.
• Lead project meetings, kick-off sessions, and conceptualization discussions, including creation of work orders and pricing requisitions.
• Communicate effectively with internal teams and external stakeholders to provide updates, manage expectations, and address concerns.
• Collaborate closely with sales, design, operations, production, and logistics teams to ensure alignment of project objectives and seamless execution.
• Liaise with logistics teams and event leads to ensure smooth operational delivery.
• Translate client expectations into actionable production timelines and deliverables for the operations team.
• Monitor project and event progress continuously, tracking benchmarks, reporting updates, and managing change orders throughout the lifecycle.
• Identify, assess, and mitigate risks by developing contingency plans to ensure successful outcomes.
• Identify, negotiate, and manage relationships with vendors and suppliers to support project execution.
• ·Review and close out projects upon completion, ensuring all deliverables and documentation are finalized.
• Maintain operational and administrative functions to support efficient project delivery.
• Stay current on industry trends, best practices, and emerging technologies to improve planning and execution.
• Maintain composure and professionalism in high-pressure environments, effectively managing unexpected changes or challenges.
• Foster a collaborative, solution-oriented team environment and provide support where needed.

ESSENTIAL SKILLS AND ABILITIES

• Communication & Active Listening: Clearly interpret information, ask relevant questions, and communicate effectively across teams and stakeholders.
• Critical Thinking & Problem-Solving: Anticipate challenges and evaluate solutions quickly and effectively.
• Collaboration & Teamwork: Work seamlessly across cross-functional teams including sales, design, operations, logistics, and production.
• Time Management & Prioritization: Manage multiple concurrent projects with shifting deadlines and priorities.
• Technical Understanding: Ability to read and interpret shop drawings and understand complex builds and production requirements.
• Adaptability: Flexible in responding to changing project needs, including varied hours and dynamic environments.

Qualifications

• Bachelor’s degree or 5 years of relevant experience in Event Management, Hospitality, Business Administration, or a related field.
• Proficiency in MS Office, CRM software, and Project Management software.
• Strong organizational and multitasking skills with a keen eye for detail.
• Excellent communication and interpersonal skills.
• Experience in leading teams, managing volunteers, or coordinating large groups.
• Delegation skills for efficient task management
• Ability to work with diverse groups and an understanding of cultural sensitivities related to event planning.
• Ability to analyze event performance metrics and feedback to improve future events.
• Ability to work flexible hours, including evenings and weekends, as required.

Working Conditions

• Office-based role with regular site visits for production oversight and team coordination.
• Occasional travel for client meetings, vendor visits, or industry events.
• Fast-paced environment managing multiple concurrent projects.
• Combination of desk work, standing, and walking during site visits.