Events Project Manager - 65076991327

LOOKING FOR STELLAR TOP CANDIDATES
 

Position:  Event Project Manager
Working Hours: Full-Time│Overlap with US PST Business hours; flexibility around event dates
Search Location: Philippines or South Africa
Salary:  Up to 2800 USD/ month (varies based on skill set and experience level)
:  The Final Salary Offer depends on the client’s decision, interview results, and experience

 

About the Client:

We are an AI platform for functional, integrative, and longevity clinics. We turn complex patient data into personalized care and take hours of administrative work off clinicians' plates.

About the Role:

 

We are looking for a highly organized, proactive, and independent Event Project Manager to oversee multiple events from initial planning through execution and post-event follow-through.

Events are one of the primary ways we connect with clinicians and grow the business. You'll take full ownership of approximately 5–10 events in progress simultaneously, ranging from medical conferences and trade shows with 200–8,000 attendees to hosted gatherings and virtual events.

This role requires someone who can independently drive event projects forward, manage competing priorities, and take accountability for timelines, budgets, vendors, logistics, and physical deliverables with minimal supervision.

The ideal candidate has proven experience independently developing and managing project management systems, documentation, workflows, and processes to keep complex events organized, on schedule, and within budget.

You'll work closely with our Executive Operations lead, Director of Growth, and CEO while taking ownership of day-to-day project decisions and execution.

 

Role Responsibilities:

End-to-End Event Project Management

• Independently plan, manage, and execute multiple events simultaneously, taking full ownership from conception through completion and post-event follow-through.
• Develop comprehensive project plans, reverse timelines, budgets, milestones, and deliverable schedules, ensuring every event progresses according to plan.
• Create and maintain organized project management systems, dashboards, checklists, trackers, and documentation using Notion or similar tools.
• Proactively manage competing deadlines, anticipate risks, resolve operational challenges, and make independent decisions to keep projects on track.
• Coordinate internal stakeholders and external partners, providing leadership with clear status updates, priorities, and potential roadblocks.

 

Conferences, Exhibits & Event Logistics

• Lead company’s participation in medical conferences, trade shows, and industry events, including exhibitor registrations, event portals, booth requirements, and critical deadlines.
• Oversee vendor coordination, booth and furniture orders, onsite requirements, and the production and delivery of all event materials.
• Manage physical deliverables such as booth assets, branded merchandise, printed collateral, and shipments, ensuring accurate specifications, tracking, and timely delivery.
• Arrange team travel, accommodations, transportation, attendee registrations, and booth staffing.
• Coordinate CEO speaking engagements, including presentations, speaker materials, audiovisual requirements, rehearsals, and schedules.

 

Budget, Vendor & Deliverable Management

• Develop and monitor event budgets, track expenses, reconcile invoices, and ensure projects remain within approved spending limits.
• Manage vendor relationships, quotes, production schedules, shipping arrangements, and contractual deliverables.
• Establish systems for tracking deadlines, vendor commitments, production milestones, and physical assets across multiple events.
• Identify potential budget overruns, vendor delays, or logistical issues early and independently implement practical solutions.

 

Hosted Events, Virtual Events & Creative Support

• Plan and execute partner dinners, cocktail events, quarterly team offsites, and other hosted gatherings, managing venues, vendors, invitations, and logistics.
• Oversee webinars and podcasts, including registration pages, speaker coordination, reminders, recordings, and attendee follow-up.
• Coordinate the creation, production, and quality review of event collateral, promotional materials, booth backdrops, and merchandise.
• Create basic event graphics, invitations, announcements, and recaps using Canva or similar design tools when needed.

 

Post-Event Reporting & Process Improvement

• Own post-event follow-through, including lead collection and handoff, vendor reconciliation, stakeholder feedback, and event performance reporting.
• Collaborate with the growth team to evaluate event outcomes and support return-on-investment tracking.
• Document lessons learned and continuously improve project workflows, templates, SOPs, and event management systems to support future events.

 

Requirements:

• Has at least 4+ years of relevant experience in event project management, event management, or production, with proven independent ownership of events from planning through execution and post-event completion.
• Proven ability to independently manage multiple events simultaneously, including competing timelines, budgets, vendors, and deliverables.
• Strong project management and systems-building experience, including personally creating and maintaining timelines, trackers, budgets, project documentation, SOPs, or similar workflows.
• Hands-on experience managing conferences, trade shows, exhibitor booths, or other complex events involving vendor coordination, shipping, and physical deliverables.
• Proven ability to oversee event budgets, monitor spending, manage deadlines, and resolve logistical challenges proactively.
• Excellent organizational skills, attention to detail, independent decision-making, and ability to manage projects with minimal supervision.
• Strong professional written and spoken English, with experience collaborating remotely with US-based leadership.
• Proficiency in Notion or similar project management tools, Google Workspace, and CRM systems; comfortable leveraging AI tools to improve efficiency.

 

Strongly Preferred:

• Experience with Canva, Figma, Claude Design, or Adobe Creative Suite, with design samples available.
• Experience producing merchandise, printed materials, and event collateral, including print-ready files and vendor proofs.
• Experience managing webinars using Riverside, StreamYard, Zoom Webinar, or similar platforms.
• Background in healthcare, wellness, technology, or fast-paced startup environments.

 

Also considered :

• Candidates with backgrounds in Event Management, Event Production, Conference Management, or Project Management are welcome, provided they have demonstrated substantial end-to-end event ownership.
• Senior Executive Assistants or Operations Professionals may also be considered if they have independently managed multiple event projects and meet the core requirements.

 

Not a fit :

• Candidates whose experience is primarily administrative support, scheduling, or event coordination without direct project ownership.
• Candidates who have assisted with events but have limited experience independently managing timelines, budgets, vendors, and event deliverables.
• Candidates who cannot demonstrate experience developing or maintaining their own project management systems and documentation. 

Your first 90 days 

• Days 1–30: Familiarize yourself with company’s event calendar, vendors, existing Notion systems, and internal processes. Take independent ownership of one smaller event and identify opportunities to improve project documentation and workflows.
• Days 31–60: Independently manage logistics, budgets, vendor coordination, and timelines for multiple upcoming conferences. Develop repeatable project management templates, trackers, and documentation.
• Days 61–90: Take full ownership of multiple events from planning through execution and post-event reporting, proactively managing competing priorities, physical deliverables, and stakeholders with minimal supervision.

NOTE: We prioritize the processing of one application at a time. If you have applied for multiple job openings within our organization, we kindly request that you direct any update inquiries to the team responsible for handling your initial application.

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 PLEASE NOTE: 

→ We are looking for candidates based in Latin America, South Africa, or the Philippines. 
→ Please note that we process only one active application at a time—if you’ve applied for multiple roles, kindly direct any updates to the team handling your first application. 
→ To start processing, submit your resume in English. 
→ The final offer will be at the client’s discretion and will depend on your interview performance, skills, and experience.