Job Description

We are seeking a results-driven Project Manager, Event Operations to support the planning and execution of experiential marketing and live event programs for leading retail and consumer brands across North America, including major brands in Sports Entertainment and Consumer Package Goods.

This role manages a diverse project portfolio ranging from less than one-hundred-thousand-dollar initiatives to multi‑million‑dollar programs, supporting the full project lifecycle—from initial scoping through post-event wrap—while ensuring projects are delivered on time, on budget, and to client expectations. The Project Manager partners closely with Senior Project Managers, Creative, Production, Client Services, and Finance teams to drive initiative success, profitability, and operational excellence.

This role is ideal for a mid-level Project Manager with hands-on live event experience who is ready to grow within an integrated experiential agency environment.

Project Planning & Scope Management

• Support full lifecycle project delivery across a portfolio of experiential and event programs.
• Translate client objectives into clear scopes, timelines, budgets, and resourcing plans.
• Ensure alignment between client expectations, internal capabilities, and financial parameters.
• Partner with internal stakeholders to execute creative and production concepts within approved scope and timeline.

Client & Stakeholder Communication

• Serve as a primary point of contact for day-to-day project communication.
• Lead and document project meetings including kickoffs, status updates, financial reviews, and post-event recaps.
• Provide consistent, proactive updates on milestones, risks, and scope changes.

Risk Management & Problem Solving

• Anticipate potential risks, scope changes, and operational challenges.
• Collaborate with internal teams and clients to identify solutions that protect timelines, budgets, and deliverables.
• Escalate issues appropriately with recommended mitigation strategies.

Vendor & Financial Operations

• Execute vendor processes using Oracle Fusion, including:
  • Serving as Purchase Order Requisitioner
  • Partnering with Buyers to onboard vendors per client and internal requirements
  • Tracking vendor invoices and payment status
• Liaise with Legal, Procurement, Accounts Payable, and CST to ensure timely and accurate vendor payment.
• Maintain accurate documentation of all project-related expenditures.

Compliance & Systems Management

• Ensure adherence to:
  • Client MSA financial and legal requirements
  • Salesforce project compliance
  • Concur travel and expense approvals
  • Internal P-Card and expense coding standards

Budget & Profitability Support

• Support CST in project budget development, partnering with Production and Creative.
• Track spend-to-date and forecasts using standard Mosaic templates.
• Monitor project variances and provide insights and recommendations.
• Utilize historical project data to support forecasting and planning.

Quality Assurance & Delivery Excellence

• Ensure project execution meets or exceeds client standards and brand expectations.
• Conduct quality checks throughout planning and execution phases.
• Support onsite execution as required to ensure seamless delivery.

Post-Event Wrap & Continuous Improvement

• Lead post-event documentation, financial reconciliation, and client feedback collection.
• Identify opportunities for process improvements and best-practice sharing.
• Contribute to the evolution of project management tools, templates, and ways of working.

General Responsibilities

• Collaborate cross-functionally within the organization.
• Support departmental initiatives led by the Director of Project Management.
• Contribute positively to agency culture, values, and growth.
• Perform additional duties as assigned.

Required

• Bachelor’s degree in Event Management, Marketing, Business, or a related field.
• 3–5 years of project management experience within live events, experiential marketing, retail activations, or agency environments.
• Demonstrated experience managing multiple projects simultaneously.
• Strong organizational, communication, and stakeholder management skills.
• Comfort working flexible hours, including evenings and weekends, as required by live event schedules.

Preferred

• Experience supporting mid-to-large budget projects ( <$100k – $MM+).
• Familiarity with project financial tracking, forecasting, and vendor management.

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