Event Project Manager at Gratsy in Bentonville, AR, USA

Job description

• 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:

Responsibilities

• Own full lifecycle execution of assigned events from kickoff through post-event closeout, ensuring all deliverables are completed on time, within scope, and within budget
• Build, 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 progress
• Lead internal event readiness and status meetings, clearly communicating priorities, next steps, risks, and accountability across Client Services, Creative, Operations, Talent, Warehouse, and Finance
• Translate client strategy and campaign goals into actionable execution plans, ensuring all teams understand deliverables, deadlines, and expectations
• Proactively identify risks related to timelines, budgets, staffing, logistics, or client expectations and implement solutions before escalation is required
• Own event logistics planning and execution, including but not limited to: venues, permits, staffing, travel, shipping, equipment, and production schedules
• Manage vendor relationships end-to-end, including sourcing, quote comparison, contracting coordination, deliverable tracking, and issue resolution
• Ensure all event materials, assets, and deliverables meet brand standards, client expectations, and quality requirements prior to execution
• Own 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 spend
• Coordinate staffing plans including Brand Ambassadors, Tour Managers, and field teams, ensuring proper hiring, scheduling, communication, and preparedness
• Support on-site execution of events as needed, ensuring seamless setup, execution, and teardown while resolving real-time issues with professionalism and urgency
• Maintain complete and organized documentation across all events, including contracts, permits, run-of-show documents, staffing lists, budgets, and post-event reports in SharePoint
• Own post-event closeout process, including collecting field reports, photos, timesheets, expenses, and ensuring all financials are reconciled and submitted on time
• Serve as a day-to-day operational point of contact for internal teams and support client communication in partnership with Client Services
• Drive accountability across cross-functional partners by following up on tasks, clarifying ownership, and ensuring deadlines are met
• Demonstrate adaptability and composure in high-pressure, fast-changing environments, particularly during live events
• Identify opportunities to improve workflows, processes, and efficiencies across event execution and proactively implement solutions
• Core 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.

Requirements

• High school diploma or equivalent required, Bachelor's degree preferred
• 5+ years of professional experience in event planning, experiential marketing, and project management experience
• 1+ years of professional experience managing budgets, vendors, and staffing
• Experience working in high-volume events, experiential, or multi-location environments strongly preferred
• Experience supporting multi-team environments with shifting priorities
• Experience working in agency, startup, or fast-paced environments strongly preferred
• Project Management Certifications are a plus.
• Strong project management skills with ability to manage multiple complex events simultaneously
• Intermediate knowledge in budgeting and financial tracking skills
• Strong cross-functional collaboration and communication skills
• Ability to lead without authority and drive accountability across teams
• Strong problem-solving and decision-making skills under pressure
• High attention to detail and organizational discipline
• Proficiency in Asana (or similar PM tools), SharePoint, and Microsoft Office Suite
• Ability to remain calm, adaptable, and solutions-oriented in live event environments
• Strong understanding of event logistics, production, and experiential marketing workflows
• A valid driver's license and the ability to be covered under the Gratsy's insurance policy are required.

Skills

Required

• Strong project management skills

Benefits

• Eligible 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.
• Gratsy 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!
• Gratsy 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!