Project Manager, Events & Marketing

Reports to Gretchen Bartek
· Founder & CEO

Salary Range: $65,000 - 75,000

Experience Level: 3-5 Years

We're looking for an experienced Project Manager, Events & Marketing to bring structure, organization, and accountability to our growing team.

This role is the connection between our event, creative, marketing, and leadership teams. You'll work closely with the Senior Event Coordinators and Director of Creative & Marketing to understand project scope, priorities, milestones, and timelines, then take ownership of the tracking and coordination required to keep everything moving.

Our department leads will continue to own the strategy and execution within their areas. Your role is to operationalize their plans: building timelines, tracking deadlines, managing documentation, coordinating follow-up, maintaining project systems, and making sure nothing falls through the cracks.

As Adelska grows, you'll also help us build the processes and systems that make our work more consistent and scalable.

This is a role for someone who genuinely enjoys organization, follow-through, and creating order from moving pieces.

• Build and maintain project timelines, task lists, and key deadlines across event, marketing, and creative projects
• Work with department leads to establish realistic timelines, ownership, milestones, and dependencies
• Track progress and proactively follow up on outstanding tasks and approvals
• Maintain visibility into what is due, who owns it, and next steps
• Flag timeline risks, tight deadlines, scope changes, or other issues before they become larger problems
• Keep project management platforms and internal tracking systems accurate and up to date

• Maintain organized project documentation, meeting notes, action items, approvals, and key project information
• Coordinate internal follow-up and ensure decisions and next steps are documented and communicated
• Track client deliverables, approvals, and outstanding information
• Coordinate administrative communication with vendors and partners as needed
• Help ensure projects have a clear paper trail from kickoff through completion

• Track project budgets, expenses, vendor invoices, and client billing
• Coordinate invoice collection and ensure financial documentation is complete and organized
• Flag discrepancies, potential overages, or missing financial information
• Support project closeout and reconciliation

• Build and maintain repeatable workflows, templates, checklists, and project management systems
• Identify recurring gaps or inefficiencies and develop practical solutions
• Help establish consistent processes for project kickoff, timeline management, approvals, invoicing, and closeout
• Ensure team members have the tools and systems they need to stay organized
• Help implement and reinforce processes as the company grows

• 3–5+ years of experience in project management, agency operations, marketing coordination, event management, or a related field
• Proven experience managing multiple projects, deadlines, and priorities simultaneously
• Exceptional organizational and follow-through skills
• Strong written and verbal communication skills
• Experience building and maintaining project timelines and tracking systems
• Strong attention to detail and documentation skills
• Comfortable coordinating across multiple departments and with external partners
• Experience with project management platforms and digital collaboration tools
• Ability to proactively identify issues and follow through on solutions
• Comfortable using AI tools and emerging technology to improve workflows, documentation,…