Project Manager – Corporate Event Experiences Planner

This is a fully remote position, open to applicants in California.

📋 Description

• The Project Manager is tasked with providing support to clients for both internal and client-facing events and conferences, ensuring exceptional service through proficient project management and innovative solutions.

• This position encompasses the oversight of all facets of event operations, from the initial briefing to post-event reconciliation.

• Core responsibilities include managing project plans, collateral, registration, transportation, hotel accommodations, entertainment, food and beverage, audio/visual requirements, webcasts, staging, speaker coordination, and event execution.

• Travel may be required for onsite events, both domestically and internationally.

• Responsible for full life-cycle planning and execution of multiple significant events in virtual, in-person, and hybrid formats.

• Financial management duties include: budget development and oversight, expense management, invoice processing, and timely post-meeting reconciliation along with final financial reporting.

• Involves sourcing, negotiating, and managing site selections, as well as contract management for venues and suppliers.

• Coordinate registration, food and beverage, transportation, hotel accommodations, entertainment, gift selection, audio/visual requirements, webcasts, staging, and speaker selection for all programs, with a strong emphasis on vendor management.

• Collaborate effectively with key internal partners on event deliverables (e.g., Marketing for print and digital design elements, Production on Audio Visual, Event Technology team on web builds, data team on attendee management, and Legal and Compliance as necessary).

• Responsible for virtual event planning and project management, including confirming the appropriate virtual platform, creating timelines, managing the invitation process, and maintaining thorough and regular communication with attendees, suppliers, and stakeholders.

• Co-plan with colleagues and clients on larger-scale programs; a strong team player is essential.

• Ensure compliance with the client's operational standards and policies, adhering to compliance and risk guidelines.

• Travel as necessary for site inspections and on-site management of live events to ensure full logistical coordination and oversight of on-site teams for in-person events.

• Conduct post-event wrap-ups, including final attendee counts, budget reconciliation, observations, and client debriefs to identify year-over-year improvements.

• Share insights on best practices, new suppliers, services, and venues.

⛳️ Requirements

• 5–7+ years of event management experience, preferably within a corporate or financial setting.

• Proven experience in managing events, conferences, meetings, and production, including C-level executive events, cocktail receptions, dinners, meetings, and multi-day events.

• Experience working with and managing senior clients.

• Proficient in Microsoft Office applications, including PowerPoint and Excel.

• Self-motivated with the ability to work independently and implement project plans; capable of innovative thinking.

• Excellent project management capabilities, with the ability to handle multiple projects at once; proven track record of thriving under pressure to meet established deadlines.

• Virtual event experience preferred, with familiarity in Webex and Zoom considered a plus.

• Strong leadership, influencing, negotiation, and decision-making skills.

• Adaptable and resourceful, able to follow guidance while working independently; proactive in generating ideas and creative solutions.

• Client-focused and approachable; adept at adjusting to client needs and styles while fostering relationships in support of their programs; able to adapt to changing demands and diverse client work styles.

• Strong client management skills.

• Excellent oral and written communication abilities.

• Ambitious, proactive, and highly organized.

• Willingness to travel to various locations for site visits and on-site event management.

• Experience working with large and complex databases preferred, with Cvent experience being a plus.

• Knowledge of venues and suppliers in key U.S. cities.

🏝️ Benefits

• Medical, Dental & Vision, including the option of a high deductible health plan (HDHP) with a health savings account (HSA).

• 401 (k) plan.

• Five options for Flexible Spending Accounts.

• Generous Paid Time Off allowance.

• Employee Assistance Program (EAP).

• Coverage for Life, Disability & Pets.

• Wellness Stipend.

• Mobile Phone Allowance.

• Complimentary access to Headspace, Teladoc, Maven, Rocket Lawyer, Mobilo, and more.

• Aura Identity Theft Protection.

• Discretionary Bonus Structure.

• Global Opportunities: With a presence in 7 countries globally, including headquarters in London, New York, and Singapore, you may have the chance to work on exciting projects across various locations.