Event Project Manager

Job description

Meeting Tomorrow is a 23-year-old company with a growing team of 90 talented, friendly people. We’re headquartered in Chicago, with about 80% of our team working remotely in cities across the country. We are a full-service event agency with three core divisions: planning, production, and creative. We plan and produce corporate events of every shape and size, partnering with clients that include Fortune 500 companies and leading organizations across a wide array of industries. We’re known for our exceptional customer experience, our collaborative culture, and our can-do spirit. Our culture has earned us recognition as a Top 20 Inspiring Workplace in North America, as well as the Events Industry Council's Social Impact Award. We offer great benefits, the best coworkers you’ll find anywhere, and the opportunity to work in a dynamic, team-oriented environment. We can’t wait to meet you! ### **The Opportunity** The Event Project Manager is responsible for managing the complex lifecycle of AV production and creative design projects for our clients' most important events. This person will work with clients across the Tech, Finance, Pharma, and Non-Profit spaces, serving as the face of Meeting Tomorrow throughout the event execution process. You aren't just managing tasks; you are a consultant and a brand steward for our clients’ most vital internal and client-facing events, leading the information flow across all parties. This role is highly detailed, task-oriented, and requires the executive presence to guide stakeholders throughout the whole process, ultimately ensuring the clients' vision for AV production and creative design becomes reality. **This role requires frequent to moderate onsite travel (approximately 20-30%, or 4-5 days per month).** ### **What You'll Own** - **Audiovisual Event Project Planning:** You’ll lead numerous events throughout the year, managing project scope, timelines, and budgets. You’ll guide clients through the project lifecycle, coaching them on AV Production best practices for in-person and hybrid events to ensure the execution exceeds their vision. - **Communication & Decision Making:** You are the client’s main point of contact and MT representative. You’ll lead the information flow between internal teams (fulfillment, creative, etc.), venues, vendors, and the client, while expertly preparing onsite staff for successful execution. - **Client Relationship Building:** You don’t just manage events but you build genuine connections. You’ll get to know our clients on a personal level (interests, family, life events) and bring a level of enthusiasm that drives credibility and repeat business. - **Creative Deliverables Management:** You’ll act as the bridge between clients and creative teams (designers, editors). You’ll manage logistics with vendors (decor, print, custom fabrication), maintain asset trackers, manage POs, and negotiate terms to be a true steward of the client’s budget. - **On-Site Leadership:** You’ll travel (approx. 20-30%) to be the face of MT, preparing onsite staff in partnership with Production Managers to execute flawlessly while maintaining high energy in fast-paced event environments. ### **What We Need** - **4-7+ Years of Event Industry Experience:** You’ve navigated the agency or white-glove event world and have a customer-focused mindset. - **Organization & Speed:** You’re a fast-paced multitasker who is accountable to deadlines and finds joy in the details. - **Great Communicator.** You’re able to communicate clearly and effectively both verbally and in writing. - **People person.** You’re able to build relationships and cater your approach depending on the person you’re talking to. You’re experienced in working with different personalities and professional levels. - **Technical & Creative Curiosity:** You’re ready to dive into AV production and creative service logistics. - **Adaptability.** You can confidently work and make decisions in gray, unpredictable spaces with shifting priorities. When faced with unforeseen challenges, you adjust to keep the project (and everybody) on track. - **Values Alignment:** You demonstrate kindness, commitment, and humility in everything you do. ### **The Impact** **Within 1 month, you’ll:** - Learn about MT’s services - the value we offer, the types of events that we service and our customer-service mentality. Have opportunities for training to expand your exposure and understanding of how we manage events at Meeting Tomorrow - Meet with current members of the Project Management, Production, Creative, and Sales teams to understand best practices for supporting our clients and their diverse needs. **Within 3 months, you’ll:** - Build strong and lasting relationships with clients and internal team members, ensuring a strong client retention rate. - Begin to create your own processes for working with your clients and identify opportunities for efficiency/improvement. - Become proficient in our CRM, Netsuite and Project Planning tool, Backstage. - Work with members of our internal support teams to effectively manage a large-scale event or event series for premier clients. These clients include Fortune-5000 companies in many sectors including pharmaceutical, wealth management, and production service agencies. **Within 6 months you’ll:** - Have proficiency in the role and be managing accounts with autonomy. - Complete projects to improve the efficiency and effectiveness of the team. - Demonstrate an aptitude for problem solving and contingency planning; striving to consistently exceed client expectations. ### **Benefits** - Medical, dental, and vision plan options - Employer paid STD, LTD, Life Insurance, and EAP access - 401k with employer matching up to 4% - 16 PTO days (increases with tenure) + 9 paid holidays - Annual profit-sharing bonus - 12 weeks 100% paid parental leave (maternity, paternity, adoption) - $50 Monthly fitness reimbursement - Monthly stipends for internet and/or cell - Company donation(s) to your charities of choice (up to $1,000 annually) - Regular social events and learning opportunities