Events Project Manager
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Job Description
Events Project Manager ensuring multi-event season stays on track and on budget while collaborating closely with the Director on vendor payments and onboarding tasks.
Responsibilities:
- You'll work directly with the Director to keep a complex, multi-event season running on time and on budget.
- Manage vendor payments and onboarding in Ramp, maintain our event budgets, surface emerging issues before they become fires, and help the Director to stay focused on the right things at the right time.
- Own day-to-day maintenance of the season event budget — record actuals, track variances, and flag when something is trending off-plan across any of the 6 events.
- Manage vendor onboarding and payment processing in Ramp, including setting up new vendors, submitting payments for approval, and ensuring invoices are coded correctly.
- Actively surface emerging risks — budget overages, vendor delays, missing deliverables, or timeline slippage — before they escalate.
- Prepare concise budget summaries and status updates for leadership, translating complex budget data into clear, actionable snapshots.
- Maintain visibility on all open items across the season so the team always has a current picture of where each event stands.
- Triage the task queue in Asana — identify what's urgent, what's blocked, and what needs escalation.
- Build and maintain event timelines, pre-production checklists, and run-of-show documents.
- Track vendor contracts and ensure payment and deliverable milestones are met on schedule.
- Support ad hoc operational needs as the season progresses.
Requirements:
- 3–5 years in a production coordinator, production finance, or event operations role — ideally in entertainment, live events, sports, or agency production
- Strong command of complex spreadsheets (Google Sheets) — you can navigate a multi-sheet event budget model, not just enter data into one
- Experience managing vendor payments and onboarding, including working in AP or expense management tools
- Sharp written English — vendor communications, internal Slack, and leadership summaries all need to be clear and professional
- Proactive communicator — you flag problems before they become fires, and you follow up without being asked
- Able to work core PST working hours or start a few hours before to align with EST
- Experience with Ramp, Asana, or similar expense management and project management tools (Nice to have)
- Background in multi-currency budgeting or international event production (Nice to have)
- Live event or sports production experience (Nice to have)
Benefits:
- Permanent remote work flexibility
- Paid Time Off
- Health Maintenance Organization (HMO) coverage
- Annual performance bonuses
- Dedicated coaches offer an extra channel of support and skill-building
- Opportunities for professional growth
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