[Remote] Project Manager

Note: The job is a remote job and is open to candidates in USA. vandePoel Productions is a business-to-business event management and production company specializing in planning and executing complex programs. The Project Manager leads business event planning and delivery from initial concept through onsite execution and post-event closeout, serving as a primary client contact while coordinating teams, vendors, technology, logistics, communications, and budgets.

Responsibilities

• Serve as a primary client liaison, providing proactive guidance throughout program development, execution, and closeout
• Translate client goals into clear project plans, timelines, responsibilities, deliverables, and decision points
• Lead planning conversations to define event content, attendee experience, registration, customer service, travel, transportation, hotel, technology, and onsite logistics requirements
• Identify risks, dependencies, and open decisions early; communicate practical solutions and escalate issues when appropriate
• Maintain accurate project documentation and ensure stakeholders have timely, relevant updates
• Coordinate all phases of event delivery, including pre-event planning, production readiness, onsite execution, and post-event reconciliation and wrap-up
• Build and manage detailed project schedules, workback plans, attendee workflows, travel and hotel processes, transportation plans, and onsite materials
• Develop clear, accurate attendee communications in partnership with the client and internal team
• Coordinate with other project managers, customer service, production, registration, and support teams to ensure every workstream is covered
• Travel to meetings and events as needed and provide hands-on onsite leadership and support
• Use event and business platforms such as Concur, Splash, Google Workspace, and Microsoft Office to manage registration, travel, communications, reporting, and project documentation
• Review event tools and workflows for accuracy, usability, and readiness before launch
• Learn new platforms quickly and help establish efficient, repeatable processes for the team and client
• Manage relationships with travel agencies, hotels, transportation providers, technology partners, and other event vendors
• Source and evaluate new vendors when project needs require additional capabilities or coverage
• Review statements of work, task orders, and contractual requirements to confirm deliverables, responsibilities, timelines, and approved changes are understood and tracked
• Support budget awareness by monitoring scope, flagging potential overages, and maintaining organized records for reconciliation

Skills

• Five or more years of project management or event production experience, including ownership of projects from initial concept through final delivery
• Demonstrated ability to guide cross-functional teams, manage competing priorities, and keep complex work moving against deadlines
• Meticulous attention to detail, strong critical-thinking skills, and a practical approach to problem-solving
• Excellent written and verbal communication, with the judgment to adapt communication for clients, attendees, vendors, and internal teams
• Strong proficiency with Microsoft Office and Google Workspace
• Ability to work independently, take direction, exercise sound judgment, and ask the right questions when information is incomplete
• Comfort working with colleagues, clients, and vendors across multiple time zones
• Ability to remain composed, flexible, and solutions-oriented in fast-moving or high-pressure situations
• Working knowledge of event registration and travel platforms is strongly preferred

Benefits

• This is a full-time, remote position based from a home office.

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