Event Project Manager; Experiential Marketing

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.

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.

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 work streams 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:

• 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 Share Point
• 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.

• 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…