Event Project Manager (Experiential Marketing)

Job Description

Job Description

ABOUT GRATSYGratsy is a female-founded experiential marketing agency that brings brands to life through unforgettable product experiences. We don't just market products - we put them directly into consumers' hands and create moments they actually remember.From highly targeted direct-to-home sample boxes to immersive live events, pop-ups, and retail takeovers, plus buzz-worthy celebrity and talent partnerships, we manage every detail from concept to execution.If you're excited by bold ideas, fast pace, and turning brands into real-world experiences that spark connection and loyalty - you'll fit right in.GRATSY MANTRASIt's a great day to have a great day!Customer service is FREE! It's free to be nice to people. Pay attention to the details, have a plan b and c!Be open to trying anything once, but maybe not a second time.Don't settle for BASIC. If it can shoot confetti, why not?! JOB SUMMARY The Event Project Manager (EPM) is responsible for owning the end-to-end execution of assigned events and campaigns, ensuring all logistics, timelines, budgets, and cross-functional workstreams are delivered on time and to standard.This role bridges the gap between coordination and senior leadership by taking full ownership of event execution, while acting as an indirect leader across internal teams, vendors, and field staff. The EPM is expected to proactively manage complexity, anticipate risks, and drive accountability across all contributors.Success in this role requires strong project management discipline, financial oversight, adaptability in live event environments, and the ability to operate independently while escalating strategically. Responsibilities include and are not limited to the below: ESSENTIAL DUTIES, FUNCTIONS, AND RESPONSIBILITIESOwn 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. Comply with all company policies and procedures and perform other duties as assigned.EDUCATION & RELATED EXPERIENCE REQUIREDHigh school diploma or equivalent required, Bachelor's degree preferred5+ years of professional experience in event planning, experiential marketing, and project management experience1+ years of professional experience managing budgets, vendors, and staffingExperience working in high-volume events, experiential, or multi-location environments strongly preferredExperience supporting multi-team environments with shifting prioritiesExperience working in agency, startup, or fast-paced environments strongly preferredProject Management Certifications are a plus. KNOWLEDGE, SKILLS, AND ABILITIESStrong project management skills with ability to manage multiple complex events simultaneouslyIntermediate knowledge in budgeting and financial tracking skillsStrong cross-functional collaboration and communication skillsAbility to lead without authority and drive accountability across teamsStrong problem-solving and decision-making skills under pressureHigh attention to detail and organizational disciplineProficiency in Asana (or similar PM tools), SharePoint, and Microsoft Office SuiteAbility to remain calm, adaptable, and solutions-oriented in live event environmentsStrong understanding of event logistics, production, and experiential marketing workflowsA valid driver's license and the ability to be covered under the Gratsy's insurance policy are required.SUPERVISORY RESPONSIBILITIES AND INTERACTIONS WITH OTHERSThe position will have indirect leadership responsibilities and will also interact daily with cross functional teams, customers, vendors, and the public.TRAVELTravel: Domestic travel may occur, up to 35% of any given month, and you may be required to travel via air, bus, rental vehicle or operate company vehicle(s) or company owned assets for various events across the country.WORK SCHEDULE AND LOCATIONEnjoy our hybrid onsite environment! This position will be located in the company's HQ. Team members based out of this location work in the Gratsy Bentonville, AR office at a minimum Tuesday through Thursday, and remotely on Monday and Friday, depending on business needs. 401(k) PLANEligible employees can voluntarily participate in the Company's 401(k) plan where Gratsy matches employee contributions, dollar-for-dollar (100%) up to the first 4% of your annual salary. PAID TIME OFF/COMPANY HOLIDAYSGratsy offers various types of time away! Each year we offer eligible employees 10 paid observed holidays, and an additional 20 days of Paid Time Off (PTO/vacay time) annually. We also offer generous flexible time off during the holiday season! BENEFITSGratsy offers two medical plans to pick from, vision and dental plans. Gratsy also fully pays for your short-term disability, long-term disability, and a life insurance policy. In addition to these, we also offer a fringe benefit for wellness and other supportive benefits to all eligible Gratsy team members!