Event Project Manager

Gratsy LLC•Bentonville, AR

1d•Hybrid

About The Position

Gratsy 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.

Requirements

High school diploma or equivalent required
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
A valid driver's license and the ability to be covered under the Gratsy's insurance policy are required.

Nice To Haves

Bachelor's degree preferred
Project Management Certifications are a plus.

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
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.