Project Manager

Title: Project Manager

Reports To: Director of Company Operations

FLSA Status: Exempt

Position Summary: The Project Manager (PM) is a key operational partner to both the Creative and Production teams, ensuring seamless internal communication, efficient logistical planning, and the successful execution of every event. This role supports Designers throughout the design and planning process by gathering essential event information, organizing project documentation, and translating creative direction into clear, actionable production plans.

The Project Manager ensures that all details needed for on-site execution—such as staffing schedules, truck assignments, hotel bookings, load in/out schedules, material lists, installation notes, and production requirements—are accurately developed, communicated internally, and delivered to the on-site crew in a clear and usable format. The PM oversees cross-department coordination, monitors timelines, and ensures all production elements are prepared to standard. Additionally, the PM leads on-site implementation and supervises event-day operations, followed by post-event evaluations to drive continuous improvement across workflows and processes.

ESSENTIAL FUNCTIONS

Project Coordination

• Support Designers during the design and planning process and on-site as the liaison between Designers and on-site crews.
• Manage projects to ensure they are pacing on time, within scope, and on budget.
• Gather critical event details such as timelines, load-in information, floor plans, and venue requirements.
• Build comprehensive production binders that include detailed production schedules, floor plans, logistical details, and other required documentation.
• Assist Designers in facilitating file-share meetings to ensure all departments receive clear and complete event information while troubleshooting any oversights in the production details.
• Assist Designers in facilitating production meetings to transfer seamlessly the information from the management team to the on-site event leads.
• After events, break down binders and distribute information to appropriate departments.
• Build post-event recaps and follow-up reports to support continuous improvement.
• Maintain positive, solutions-oriented relationships with clients, vendors, and internal teams.
• Perform other duties as assigned.

Cross-Department Collaboration

• Facilitate coordination between Creative and Production departments to maintain project efficiency, accuracy, and financial integrity throughout all phases of execution.
• Work with the Talent Development Manager to creatively solve staffing challenges related to busy event schedules or tight timelines.
• Work with the Director of Warehouse Operations to ensure accuracy in all inventory & equipment requests, including fabrication projects.
• Provide Designers with expert guidance regarding labor needs, truck planning, and on-site logistical considerations.
• Ensures all on-site team members have a precise understanding of their responsibilities, thetimeline for completion, and the specific procedures or standards required for successful execution.

Staff Training & Development

• Act as a mentor and operational resource for on-site Leads, helping optimize workflows, maintain timelines, and drive overall event success.
• Under the guidance of the Talent Development Manager, assist with interviewing, onboarding, and training new employees.
• Evaluate training effectiveness for on-site crews and provide ongoing coaching and feedback to support employee skill-building and career growth.

Financial Management

• Identifies opportunities for cost savings, operational efficiencies, and risk reduction.
• Assists in post-event audits of all events to track labor, hotel, and per diem spending.
• Submit credit card expenses to accounting in a timely manner.

CORE COMPETENCIES

Culture

• Build trust and strong working relationships across the organization.
• Lead by example, embodying The Hive philosophy and contributing to a positive, balanced work/life culture.
• Serve as a cultural steward, fostering an inclusive, fair, engaged, and collaborative workplace aligned with the company's mission and values.

Personal Attributes

• Demonstrates integrity, grit, and compassion.
• Enjoys and values service and hospitality.
• Skilled at understanding people's needs and communicating with empathy.
• Warm, confident, kind, and able to deliver direct messages with grace.
• Proactive, approachable, and capable of inspiring enthusiasm in others.
  
• Creative thinker willing to offer new ideas and improvements.
• Highly organized with excellent time management skills.
• Thrives under pressure with a strong sense of urgency.
• Prefers working in a small, entrepreneurial, growth-focused environment.
• Works both autonomously and collaboratively as part of a high-performing team

QUALIFICATIONS

• Associate or bachelor's degree in business, project management, or a related field preferred.
• 2+ years of event production experience.
• 1+ years assisting with or managing the event design or planning process.
• Strong organizational skills and experience managing multiple priorities in a fast-paced environment.
• Exceptional attention to detail.
• Commitment to maintaining strong, long-lasting client, vendor, and team relationships.
• Ability to adapt quickly to change with a forward-thinking, positive attitude.
• Strong verbal and written communication skills with the ability to clearly convey tasks and expectations.
• High level of transparency and consistent communication with management and cross-functional partners.
• Strong interpersonal, problem-solving, and critical-thinking skills.
• A self-starter who can independently manage a wide range of tasks.
• Ability to embrace organizational change when needed.
• Clean MVR.
• Ability to travel both domestically and internationally as needed, up to 75% travel required.
• Flexible schedule including nights, weekends, and holidays.
• Proof of eligibility to work in the U.S.

Physical Demands & Working Environment

This role requires regular standing, walking, lifting, and movement within warehouse and event environments. Work occurs in both climate-controlled and non–climate-controlled settings, indoors and outdoors. The employee must regularly lift and/or move up to 325 pounds with assistance. Vision capabilities must include close vision and the ability to adjust focus. The role includes frequent travel, including to event sites, and requires availability on nights, holidays, and weekends as needed. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.