Event Project Manager

About the Role

STAFFED INC. is a rapidly expanding event staffing and talent management agency based in New York City. The company works with leading brands and production teams to create smooth on-site experiences, and it is seeking a highly organized Project Manager to support client work on a freelance contract basis.

This position covers the entire journey of multiple client projects at once, from early planning and pre-production through live event execution and post-event follow-up. You will act as the main liaison between internal teams, recruitment coordinators, and clients, helping each engagement stay on schedule, within budget, and aligned with STAFFED INC. standards. The contract may be extended depending on performance and business requirements.

Project Oversight and Management

• Take full ownership of project trackers for assigned accounts and keep them updated continuously.
• Keep timelines, key milestones, and deliverables aligned with each client’s expectations.
• Run weekly progress meetings and cross-functional touchpoints, ensuring all stakeholders stay accountable.
• Spot risks early and escalate them with practical, solution-focused recommendations.

Talent and Recruitment Coordination

• Support the Managing Director in co-managing assigned Talent and Recruitment Coordinators.
• Oversee recruitment rosters, casting processes, staff confirmations, and final roster approvals.
• Make sure all staff are properly briefed, compliant, and prepared before each assignment.
• Arrange standby and backup coverage to reduce execution risk.

Client Communication

• Serve as the main contact for all client communication on assigned projects.
• Lead weekly client check-ins and share proactive pre-event updates plus live on-site status reports.
• Handle client approvals and confirmations for schedules, roles, attire, and on-site logistics.
• Assist with account management tasks such as estimates, invoicing, and budget monitoring.

Deliverables and Internal Reporting

• Create and circulate a detailed Run of Show for every engagement, including flow, call times, roles, and client touchpoints.
• Prepare and share staff information packets covering responsibilities, attire, logistics, call times, and escalation contacts.
• Monitor budgets and expenses against internal targets and surface any deviations early.
• Keep action boards and internal trackers current so tasks move forward on time.
• Check staff uniforms at the midpoint of the project and ensure complete staff confirmation 2–3 weeks before event dates.

On-Site Execution

• Provide hands-on event management support on-site from start to finish for all assigned event dates.
• Manage staff readiness, client needs, logistics, check-ins, live troubleshooting, and schedule changes.
• Maintain smooth day-to-day communication with clients throughout all event days.
• Lead event close-out and coordinate any travel-related logistics as needed.

Post-Event Wrap-Up

• Send internal and client-facing wrap-up notes and reports within 48 hours after each event ends.
• Work with the account manager and finance team the next business day to reconcile hours and outstanding paperwork.
• Submit all expenses to finance within 48 hours of event completion.
• Document key learnings and recommendations to improve future delivery.

What the Company Is Looking For

The ideal candidate will bring at least 3 years of experience in project management or event production, preferably in staffing, experiential marketing, or live events. You should be capable of managing several projects at once, meeting tight deadlines, and handling demanding client expectations. Strong written and verbal client communication is essential, along with experience coordinating talent, staffing rosters, or field teams. The role calls for someone highly organized, system-driven, adaptable in a fast-moving entrepreneurial environment, and comfortable using tools such as Google Workspace and Excel/Sheets. You must be available to work in person in New York City at least once a week and to attend event sites on assigned dates, including evenings and weekends when needed.

Nice-to-Have Experience

• Background in event staffing, talent management, or hospitality.
• Exposure to staffing platforms, ATS tools, or workforce management systems.
• Experience creating Run of Show documents, staff briefing packs, or on-site logistics materials.
• A current network of event professionals, captains, or on-site leads.

Why Join

• Collaborate directly with the CEO on high-profile, high-energy client projects.
• Join a team that values strong execution and works closely together.
• Opportunity to expand your responsibilities as the company grows.
• Flexible freelance arrangement without a standard 9-to-5 schedule.
• Immediate start is available.

Additional Information

This is a contract role with onsite involvement in New York City. The schedule includes in-person office presence at least once per week and on-site coverage during event days, which may include evenings and weekends. The company is seeking someone who can start immediately, and the contract may be extended based on business needs and performance.