Event Project Manager (Experiential Marketing)

Gratsy; Bentonville (AR); Hybrid; USD 65,000 - 95,000; Full time

Benefits offered by this job

Hybrid on-site environment

401(k) plan

Paid time off

Company holidays

Medical plans

Vision and dental

Job summary

Gratsy in Bentonville, AR is seeking an Event Project Manager to own end-to-end execution of events and campaigns, ensuring logistics, timelines, budgets, and cross-functional workstreams are delivered on time and to standard.

This role bridges coordination and senior leadership by taking full ownership of event execution, while guiding internal teams, vendors, and field staff. The EPM proactively manages complexity, risks, and accountability across contributors.

Qualifications

• Strong project management skills to handle multiple complex events.
• Experience in budgeting and financial tracking for events.
• Excellent cross-functional collaboration and communication.
• Ability to lead without formal authority and drive accountability.
• Strong problem-solving and decision-making under pressure.
• High attention to detail and organizational discipline.

Responsibilities

• Own full lifecycle execution of assigned events from kickoff through post-event closeout.
• Build and manage detailed project plans in Asana with timelines and ownership.
• Lead internal readiness meetings across multiple teams and vendors.
• Translate client strategy into actionable execution plans and deadlines.
• Identify risks to timelines, budgets, staffing, and logistics and mitigate them.
• Oversee event logistics: venues, permits, staffing, travel, shipping, equipment, schedules.
• Manage vendor relationships end-to-end including quotes and contracts.
• Ensure all materials meet brand standards and quality requirements.
• Track event budgets and reconcile costs; flag variances early.
• Coordinate staffing plans for Brand Ambassadors and field teams.
• Support on-site execution and resolve issues with professionalism.
• Maintain documentation in SharePoint: contracts, permits, run-of-show, staffing, budgets.
• Post-event closeout: collect reports, photos, timesheets, expenses, and finalize finances.
• Serve as daily operational contact for internal teams and clients.
• Drive accountability across cross-functional partners and ensure deadlines are met.
• Remain adaptable in high-pressure live events and improve workflows.

Skills

Project management

Budgeting

Cross-functional teamwork

Leadership without authority

Problem solving

Attention to detail

Asana

SharePoint

Microsoft Office

Education

High school diploma or equivalent

Bachelor's degree preferred

PM Certification(s) a plus

Tools

Asana

SharePoint

Microsoft Office

Job description

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.

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.

GRATSY MANTRAS

• It's a great day to have a great day!
• Customer service is FREE! It's free to be nice to people.
• Pay attention to the details, have a plan b and c!
• Be open to trying anything once, but maybe not a second time.
• Don't settle for BASIC. If it can shoot confetti, why not?!

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 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
• 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

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.

401(k) PLAN

Eligible employees can voluntarily participate in the Company's 401(k) plan where Gratsy matches employee contributions, dollar-for-dollar (100%) up to the first 4% of your annual salary.

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!

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!