Project Manager – Corporate Event Planner

📋 Description

• The Project Manager will play a key role in assisting clients with both internal and external events and conferences, providing outstanding service through proficient project management and innovative solutions.

• Responsible for managing all facets of event operations, from the initial briefing phase to post-event reconciliation.

• Overseeing project plans, collateral, registration, transportation, hotel arrangements, entertainment, food and beverage, audio/visual requirements, webcasts, staging, speaker coordination, and overall event execution.

• Willingness to travel domestically or internationally for onsite events as necessary.

• Handling financial management tasks, which include budget creation and oversight, expense tracking, invoice processing, and prompt post-event reconciliation along with final financial reporting.

• Responsible for sourcing, negotiating, and managing venue selections, as well as contract management with suppliers.

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

• Collaborate effectively with key internal partners to ensure event deliverables are met (e.g., Marketing for design and collateral components, Production for Audio Visual needs, Event Technology team for web builds, data team for attendee management, and Legal and Compliance as required).

• Manage virtual events by confirming the appropriate virtual platform, creating timelines, overseeing the invitation process, and maintaining thorough and consistent communication with attendees, suppliers, and stakeholders.

• Co-plan with team members and clients for large-scale programs, demonstrating strong teamwork abilities.

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

• Travel as necessary for site inspections and on-site management of live events to guarantee complete coordination of logistics and on-site teams for in-person gatherings.

• Conduct post-event evaluations that include final attendance figures, budget reconciliation, observations, and client debriefs for continuous improvement year over year.

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

⛳️ Requirements

• 5–7+ years of experience in event management, ideally within a corporate or financial context.

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

• Experience working with and managing senior-level clients.

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

• Highly motivated, self-driven individual with the capacity to work independently and develop project plans; capable of innovative thinking.

• Excellent project management abilities with the aptitude to handle multiple projects at once; demonstrated capability to perform well under pressure and meet deadlines.

• Preferred experience in virtual events – familiarity with Webex and Zoom is a plus.

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

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

• Customer-focused and approachable, with the ability to adapt to client needs and deepen relationships to support their programs; capable of adjusting to varied demands and different client work styles.

• Strong client management abilities.

• Excellent verbal and written communication skills.

• Ambitious, proactive, and highly organized.

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

• Preferred experience with large and complex databases; Cvent experience is advantageous.

• Familiarity with venues and suppliers in major US cities.

🏝️ Benefits

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

• 401(k) retirement plan.

• Five Flexible Spending Account options.

• Generous Paid Time Off allowance.

• Employee Assistance Program (EAP).

• Life, Disability, and Pet Insurance coverage.

• Wellness stipend.

• Mobile phone allowance.

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

• Aura Identity Theft Protection.

• Discretionary bonus structure.

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