Events Project Manager

$131,997 - $131,997/Yr

Spectraforce Technologies - Cupertino, CA

Full-time - Mid Level

Cupertino, CA

Administrative and Support Services

About the position

The Events Project Manager will play a pivotal role in the planning and execution of high-profile international events. This position requires an extensive portfolio of event experience, particularly in managing Tier 1 events and experiences. The successful candidate will curate VIP and Executive experiences, ensuring that every detail aligns with the program's strategic goals and budgetary constraints. The role involves identifying and recommending suitable cities, dates, and venues that meet the program's requirements, as well as conducting thorough research and leading site visits with key stakeholders. In addition to venue selection, the Events Project Manager will be responsible for arranging and leading vendor interviews, negotiating contracts in accordance with company policies, and adhering to project milestones. Regular communication with stakeholders is essential, with a minimum of weekly meetings to ensure a seamless attendee experience. The role also includes managing substantial program budgets, often exceeding $1 million, and justifying any additional budget needs that may arise. Logistical management is a critical aspect of this position, encompassing registration, travel arrangements, hotel accommodations (potentially up to 15,000 room nights per program), ground transportation, food and beverage services, and production/AV needs. The Events Project Manager will lead a team of support staff, overseeing sourcing, planning, attendee management, and travel logistics. Onsite, the manager will troubleshoot any venue or vendor issues, ensuring an excellent attendee journey throughout the event. Post-event responsibilities include reviewing invoices for accuracy, processing payments, hosting debrief meetings, and maintaining comprehensive documentation. The ideal candidate will possess strong communication skills, a consultative approach to program planning, and the ability to navigate change effectively. Solutions-oriented thinking and a commitment to delivering exceptional experiences are essential traits for success in this role.

Responsibilities

• Curate VIP and Executive experiences.
• Manage strategy to execution for Tier 1 events and experiences.
• Identify and recommend cities, dates, and venues that meet program requirements and budget.
• Research, arrange, and lead site visits with key stakeholders.
• Conduct vendor interviews and negotiate contracts with selected vendors.
• Identify and adhere to project milestones.
• Meet regularly with stakeholders to ensure a seamless attendee experience.
• Create, manage, and update program budgets in excess of $1 million.
• Identify, justify, and request additional budget needs as necessary.
• Manage event logistics including registration, travel, hotel rooms, ground transportation, food and beverage, and production/AV.
• Lead and manage hotels, flights, food, and beverage experiences for high-profile attendees.
• Lead a team of support staff in sourcing, planning, attendee management, and travel logistics.
• Troubleshoot venue and vendor issues onsite.
• Lead the onsite team to ensure an excellent attendee journey.
• Review all invoices for accuracy and process payments post-event.
• Host debrief meetings and file all documentation.

Requirements

• Extensive experience in international event planning and execution.
• Strong project management skills with a focus on strategy to execution.
• Ability to manage large budgets and justify additional funding needs.
• Excellent negotiation skills for vendor contracts.
• Strong communication skills, both verbal and written.
• Experience in managing logistics for large-scale events.
• Ability to lead and manage a team effectively.
• Comfortable with cross-functional collaboration and consultative approaches.

Nice-to-haves

• Experience with high-profile media events.
• Familiarity with event technology and production/AV needs.
• Knowledge of compliance and legal requirements in event planning.

Benefits

• ACA compliant health benefits
• Dental insurance
• Vision insurance
• Accident insurance
• Critical illness insurance
• Voluntary life insurance
• Hospital indemnity insurance
• Commuter benefits
• 401K plan with matching
• Referral bonus program
• Paid sick leave when required by law
• Unpaid leave options