Event Project Manager Fully Remote

📋 Description

• • As an Event Project Manager at Meeting Tomorrow, you will be the pivotal force behind the success of our clients' most critical internal and client-facing events. You are the primary architect translating client visions into tangible, impactful realities. This role demands a unique blend of strategic planning, meticulous execution, and exceptional client relationship management, serving as the trusted face of Meeting Tomorrow across diverse industries including Tech, Finance, Pharma, and Non-Profit.
• • You will not merely manage tasks; you will act as a strategic consultant and a dedicated brand steward, guiding clients through the intricate lifecycle of audiovisual production and creative design. Your role requires a sophisticated understanding of event logistics, a keen eye for detail, and the executive presence to confidently lead stakeholders through complex processes.
• • A significant aspect of this role involves proactive Audiovisual Event Project Planning. You will be entrusted with leading numerous events annually, taking full ownership of project scope, defining clear timelines, and managing budgets with precision. A key responsibility is guiding clients through each stage of the project lifecycle, offering expert advice on best practices for both in-person and hybrid event AV production to ensure the final execution not only meets but significantly exceeds their expectations.
• • Exceptional Communication and Decision Making are paramount. You will serve as the primary point of contact for clients and the definitive representative of Meeting Tomorrow. This involves expertly orchestrating the flow of information between internal departments such as fulfillment, creative, and production, as well as external partners like venues and vendors. Your ability to prepare onsite staff with clear, concise information will be crucial for seamless execution.
• • Building strong Client Relationships is at the heart of this role. Beyond managing event logistics, you will cultivate genuine, personal connections with clients. Understanding their individual interests, family life, and personal milestones will foster a deeper level of trust and credibility, directly contributing to client satisfaction and repeat business.
• • You will be instrumental in Creative Deliverables Management, acting as the vital bridge between clients and our talented creative teams, including designers and editors. This includes managing the logistical intricacies with vendors for elements such as decor, print materials, and custom fabrication. You will maintain meticulous asset trackers, manage purchase orders, and skillfully negotiate terms, ensuring you are a true steward of the client's budget and creative vision.
• • On-Site Leadership is a key component, requiring approximately 20% travel (4-5 days per month). You will be the visible face of Meeting Tomorrow at event locations, working in close partnership with Production Managers to prepare onsite staff for flawless execution. Your ability to maintain high energy and composure in fast-paced, dynamic event environments will be essential for success.
• • Within your first month, you will immerse yourself in Meeting Tomorrow's comprehensive service offerings, understanding the unique value we provide, the diverse range of events we service, and our unwavering commitment to customer service excellence. You will engage in targeted training opportunities designed to expand your exposure and deepen your understanding of our event management methodologies.
• • You will also have the opportunity to meet with key members from our Project Management, Production, Creative, and Sales teams, gaining invaluable insights into best practices for supporting our clients and addressing their varied needs.
• • By the three-month mark, you will have cultivated strong, lasting relationships with both clients and internal team members, contributing significantly to our high client retention rates. You will begin to develop and refine your own efficient processes for client management and identify opportunities for continuous improvement within the team.
• • Proficiency in our core operational tools, including our CRM (Netsuite) and project planning software (Hive), will be achieved. You will collaborate effectively with internal support teams to manage large-scale events or event series for premier clients, including Fortune 5000 companies across sectors like pharmaceuticals, wealth management, and production services.
• • Within six months, you will demonstrate full proficiency in the role, managing client accounts with a high degree of autonomy. You will actively contribute to projects aimed at enhancing team efficiency and effectiveness. Your aptitude for proactive problem-solving and contingency planning will be evident, consistently striving to exceed client expectations and deliver exceptional event experiences.