Event Project Manager

It's free to be nice to people. Own full lifecycle execution of assigned events from kickoff through post-event closeout, ensuring all deliverables are completed on time, within scope, and within budgetBuild, maintain, and actively manage detailed project plans in Asana, including timelines, dependencies, task ownership, and status updates; ensure all projects are current and reflect real-time progressLead internal event readiness and status meetings, clearly communicating priorities, next steps, risks, and accountability across Client Services, Creative, Operations, Talent, Warehouse, and FinanceTranslate client strategy and campaign goals into actionable execution plans, ensuring all teams understand deliverables, deadlines, and expectationsProactively identify risks related to timelines, budgets, staffing, logistics, or client expectations and implement solutions before escalation is requiredOwn event logistics planning and execution, including but not limited to: venues, permits, staffing, travel, shipping, equipment, and production schedulesManage vendor relationships end-to-end, including sourcing, quote comparison, contracting coordination, deliverable tracking, and issue resolutionEnsure all event materials, assets, and deliverables meet brand standards, client expectations, and quality requirements prior to executionOwn event-level budget tracking and financial discipline, including monitoring labor, production, travel, vendor, and logistics costs against approved budgets and flagging variances early Partner with Finance to ensure invoices, payments, and reconciliations are accurate, timely, and aligned with approved spendCoordinate staffing plans including Brand Ambassadors, Tour Managers, and field teams, ensuring proper hiring, scheduling, communication, and preparednessSupport on-site execution of events as needed, ensuring seamless setup, execution, and teardown while resolving real-time issues with professionalism and urgencyMaintain complete and organized documentation across all events, including contracts, permits, run-of-show documents, staffing lists, budgets, and post-event reports in SharePointOwn post-event closeout process, including collecting field reports, photos, timesheets, expenses, and ensuring all financials are reconciled and submitted on timeServe as a day-to-day operational point of contact for internal teams and support client communication in partnership with Client ServicesDrive accountability across cross-functional partners by following up on tasks, clarifying ownership, and ensuring deadlines are metDemonstrate adaptability and composure in high-pressure, fast-changing environments, particularly during live eventsIdentify opportunities to improve workflows, processes, and efficiencies across event execution and proactively implement solutionsCore Values: Exhibit exemplary alignment with our core values, mission, and vision here at Gratsy. The position will have indirect leadership responsibilities and will also interact daily with cross functional teams, customers, vendors, and the public. 401(k) PLAN In addition to these, we also offer a fringe benefit for wellness and other supportive benefits to all eligible Gratsy team members!

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