Associate Event Manager

Our Opportunity

GPJ is hiring an Associate Event Manager to join our growing team.

This role is hybrid, requiring you to report on-site to our Austin office location a minimum of 2 days/week.

Your Role

You're here to make sure you nail your responsibilities in the functional tasks of the event that you're in charge of. Here's what you'll be doing for your designated area:

• Come up with schedules and budgets (which might involve handling event logistics, managing finances, tracking fabrication/graphics/production timelines, keeping an eye on vendor schedules, and making sure creative tasks are on track).

• Handle some of the client interactions and communication, keeping things at the right level of detail.

• You'll take charge of dealing with vendors (getting price quotes, assessing options, making selections, setting up their involvement, generating purchase orders, and maintaining good communication and coordination with them).

• Craft and get ready all the important documents needed for the event.

• You'll see to it that everything gets settled and balanced during the closing phase.

• When it's event day, you'll be right there on-site to provide support and ensure things run smoothly.

• Use the research you gather about the project to provide recommendations to your manager and present what you've found.

In short, you're all about owning your part, making things happen, and keeping everything flowing like clockwork.

Your Skills

• Builds and manages timelines (component of event)

• Builds budgets/estimates (component of event); may help manage/reconcile budgets

• Understands financial metrics (for limited area of event, with guidance)

• Understands impacts of changes on project budget and financial metrics (with guidance)

• Understands concepts of PO, invoicing and reconciliation (with guidance)

• Ability to understand on-site methodology, practices and requirements, as well as show and venue rules and regulations (if applicable)

• Strong proficiency in Google and Microsoft Office software. Previous experience with ERP, Project Management software, or similar tool is preferred

Your Competencies

Relationship Builder:

Develop, maintain and strengthen partnerships with others inside and outside the client organization. Identify new stakeholders, manage client expectations, define new business opportunities and deliver against clients’ needs while skillfully balancing the needs of the client and those of the agency. Relates well to all kinds of people, up, down, and sideways, inside and outside the organization; builds appropriate rapport,: builds constructive and effective relationships; uses diplomacy and tact; can diffuse even high-tension situations comfortably.

Accountable

Be accountable. Demonstrate accountability. Hold yourself and others to a high standard of work, that includes following set processes, achieving deadlines and operating within control systems. Own both success and failures, without blaming others. Create a culture of accountability in your teams. Follow through on commitments by your actions. You set the example for your team.

Collaboration

Seek opportunities and take action to ensure effective collaboration with the GPJ internal teams, other Project agencies, clients and partners. If responsible for leading people or a team, model this behavior for the team and expect the same behavior from employees.

Solution Oriented: Integrated Event Production

Even with tight project budget management practices, you focus on the desired outcome and are ready with multiple solutions in order to reach the end goal.

Your Experience

Experience & Education

1 years of previous industry or volunteer experience

4 Year College Degree; preferred in Marketing/Advertising/Event Management/Business Administration, Hospitality, Communications, or related field

Travel & Mobility

Ability to travel as required

Ability to work irregular hours in addition to normal business hours, to include nights, weekends and holidays as needed

Your Impact

• Provide guidance on initial project library filing / templates for EP team

• Attend and capture notes and next steps for Project kickoff meetings

• Provide guidance on / utilize project communications templates throughout project

• Validate job activities are correct in Deltek

• Create budget and timeline for assigned area (with support from others)

• Validate price quote prior to submission for approval

• Create and distribute POs; ensure PO confirmation, Request PO deposit payments - gain approval if needed

• Help verify goods / services Received onsite

• Ensure PO / Vendor Invoice accurate reconciliation; correct errors as needed

Salary Range: $55 - $60k

Salary is dependent on a variety of factors including (but not limited to) experience, skills, and location.

Who We Are

GPJ is the world leader in experiential marketing. Our 29 global offices are filled with fearless people dreaming up ideas that are transforming industries and bringing the most respected brands to life in powerfully, exciting ways. We are a part of the Project Worldwide family. An independent, employee-owned global network of complementary, wholly owned agencies.

You read that “employee-owned” part, right? You heard us correctly. You work hard, she works hard, we all work hard… we all succeed and reap the rewards. We have an Employee Stock Ownership Plan (ESOP) – providing our employees with an ownership interest. We thought you would want to know that. In fact, there is a lot more you would want to know about us, like our FTO policy (no more “accruing” time off), our employer matching 401(k) plan (no vesting period), our “low cost employee contribution” healthcare option. But we are getting ahead of ourselves here, let’s talk about this exciting opportunity first and we can fill you in on our perks & benefits later.

GPJ is proud to be an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, sexual orientation and gender identity), national origin, citizenship, disability, protected veteran status, or any other protected class. In addition to federal law requirements, GPJ complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. GPJ expressly prohibits any form of workplace harassment based on any protected class.