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Events Project Manager (Contract)

Aescape· Sales
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Hybrid (NYC/Metro Area)ContractPosted 1w ago

About the role

Aescape is seeking an experienced, detail-oriented Events Project Manager (Contract) to own the end-to-end project management and execution of 6 to 8 events scheduled between now and year-end, acting as the central operational hub for vendor management, budgets, travel, assets, and cross-functional deliverables.

Responsibilities

  • Vendor & Agency Management: Serve as the primary point of contact for external event production companies, trade show organizers, and venues. Coordinate booth space, electricity/AV, shipping, and technical requirements.
  • Budget Management & Tracking: Manage individual event budgets and the overall Q3/Q4 event spend. Track expenses, reconcile invoices, and ensure events stay within approved financial limits.
  • Travel & On-Site Logistics: Manage flight, hotel, and local transportation arrangements for attending team members. Create comprehensive travel itineraries and event playbooks for on-site staff.
  • Asset & Collateral Coordination: Organize, audit, and ship event physical assets (booth displays, hardware, signage, swag, print materials). Coordinate with internal teams to ensure all digital assets (presentations, lead forms, QR codes) are ready prior to showtime.
  • Internal Timeline & Deliverables Management: Build and maintain project timelines for all 6–8 events. Collaborate with key stakeholders (Sales, Marketing, Product) to meet pre-event outreach deadlines, content delivery, overall event preparation.
  • Post-Event Reconciliation: Oversee pack-out and return shipping of event hardware/displays, complete budget reconciliation, and ensure lead lists are handed off to the revenue team for follow-up.

Qualifications

  • 3–5 Years of Event Project Management Experience: Proven track record managing trade shows, B2B conferences, field marketing activations, or corporate events.
  • End-to-End Execution Capability: Hands-on experience building event timelines, negotiating vendor contracts/orders, and shipping hardware/displays.
  • Financial Acumen: Strong proficiency managing project budgets, handling purchase orders, and reconciling expenses in spreadsheets.
  • Exceptional Organization & Detail Orientation: Ability to simultaneously manage multi-track timelines for 6–8 overlapping events without letting details slip through the cracks.
  • Strong Communication Skills: Ability to effectively lead calls with third-party vendors, agency partners, and internal sales/executive stakeholders.

Skills

Required:Event project managementBudget managementVendor/vendor-agency coordination
Last updated Oct 15, 2026. Interested? Apply on the company site.
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