Event Project Manager (Experiential Marketing)
Gratsy, Bentonville, AR, United States
About Gratsy
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.
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.
Essential Duties, Functions, And 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
Education & Related Experience Required
High school diploma or equivalent required, Bachelor’s degree preferred
5+ years of professional experience in event planning, experiential marketing, and project management
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
Knowledge, Skills, And Abilities
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
Supervisory Responsibilities And Interactions With Others
The position will have indirect leadership responsibilities and will also interact daily with cross‑functional teams, customers, vendors, and the public.
TRAVEL
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 LOCATION
Enjoy 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.
Benefits
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!
Paid Time Off/Company Holidays
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.
55%
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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.
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.
Essential Duties, Functions, And 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
Education & Related Experience Required
High school diploma or equivalent required, Bachelor’s degree preferred
5+ years of professional experience in event planning, experiential marketing, and project management
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
Knowledge, Skills, And Abilities
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
Supervisory Responsibilities And Interactions With Others
The position will have indirect leadership responsibilities and will also interact daily with cross‑functional teams, customers, vendors, and the public.
TRAVEL
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 LOCATION
Enjoy 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.
Benefits
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!
Paid Time Off/Company Holidays
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.
55%
#J-18808-Ljbffr