Event Project Manager

Position Overview

The Event Project Manager is a visionary creative and disciplined operator responsible for managing the entire event lifecycle — from ideation and concept development through execution and post-event reporting.

This role requires strong design sensibility, strategic planning expertise, financial oversight, and the ability to deliver elevated, immersive client experiences. The ideal candidate possesses an eye for detail, a deep understanding of client journey mapping, and the ability to creatively maximize space while maintaining strict budget adherence.

Core Responsibilities

Creative Direction & Client Experience Design

·        Lead ideation and concept development aligned with client goals, brand identity, and audience engagement.

·        Identify and interpret client requirements, expectations, and experiential goals for each event.

·        Create and design comprehensive event look books, mood boards, and visual presentations based on client feedback and budget parameters.

·        Demonstrate an eye for creatively using space and spatial flow to elevate guest experience.

·        Think strategically about the client journey, ensuring a seamless and memorable experience from arrival to departure.

·        Oversee the design and printing of event materials including programs, signage, branded collateral, and experiential elements.

Full-Service Event Planning & Production Management

·        Manage all aspects of the event planning process from concept through post-event wrap-up.

·        Identify and secure venues aligned with event objectives and budget.

·        Oversee menu development in collaboration with catering partners.

·        Collaborate with subcontractors and production vendors across décor, AV, entertainment, fabrication, security, transportation, and staffing.

·        Negotiate and contract with vendors for goods and services related to event execution.

·        Negotiate financial terms and authorize expenditures with supervisory oversight when required.

·        Develop event-specific organizational tools including:

o   Production timelines

o   Expense trackers

o   Payment schedules

o   Vendor contact lists

o   On-site deliverables schedules

o   CAD drawings and spatial layouts

·        Manage all event set-up, live execution oversight, tear down, and follow-up processes.

·        Attend and oversee events to ensure all details are executed according to plan.

·        Perform additional related duties as assigned or requested by clients.

Budget Development & Financial Oversight

·        Build, manage, and adhere to detailed event budgets to avoid project overruns.

·        Track expenses and maintain financial transparency throughout the project lifecycle.

·        Maximize creative impact while working within financial constraints.

·        Create proposals, contracts, and invoices for clients, sponsors, and vendors.

·        Monitor payments and ensure financial accuracy across all accounts.

Vendor, Database & Administrative Management

·        Maintain and update corporate databases including business contacts, sponsors, consumer databases, and vendor lists.

·        Develop strong vendor partnerships and maintain outstanding vendor management standards.

·        Ensure accurate recordkeeping within project management and CAD systems.

Post-Event Evaluation & Reporting

·        Compile comprehensive post-event wrap-up reports and evaluations.

·        Prepare client summary presentations including outcomes, successes, and recommendations.

·        Identify opportunities for optimization and future event growth.

Requirements

Required Skills & Qualifications

Experience

·        Minimum 2+ years of experience as an Event Planner or Event Coordinator preferred.

·        Proven track record of identifying and maximizing event opportunities.

Technical & Systems Skills

·        Proficiency in Monday.com or similar project management systems preferred.

·        Experience creating and interpreting CAD drawings.

·        Strong computer skills including Microsoft Office Suite.

·        Proficiency in database management and spreadsheet applications.

Core Competencies

·        Strong negotiation, leadership, and strategic planning skills.

·        Outstanding vendor management capabilities.

·        Exceptional organizational, project management, and time management skills.

·        Ability to manage multiple projects while meeting deadlines in a fast-paced environment.

·        Ability to think creatively while coping with limited resources and seizing opportunities.

·        Strong written and verbal communication skills.

·        Calm under pressure with the ability to problem-solve in real time.

·        High energy, flexibility, and a pleasant professional demeanor.

·        Sound judgment and knowledge of appropriate event protocol.

·        Dependability, confidentiality, and strong professional ethics.

·        Commitment to the mission and values of the organization, with the ability to communicate an inspired vision and sense of purpose.