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.
Company Overview