Senior Project Manager

Job Description

As a Senior Project Manager working with Portfolio 2 delivery teams, you will be responsible for developing detailed project plans and timelines. 

You will be involved in breaking down the event into key phases (e.g., pre-event, event execution, and post-event), identifying major deliverables, and creating a project schedule. You will coordinate with all stakeholders, define the scope, set expectations, and establish deadlines for each milestone.  

 

What You Will Do 

Stakeholder Management 

• Act as the primary liaison between internal and external stakeholders, including event sponsors, exhibitors, clients, vendors, and internal teams (marketing, operations, technical teams, etc.). 
• Ensure all stakeholders understand their roles, requirements, and timelines, fostering clear communication and alignment. 
• Manage expectations and address concerns to maintain strong relationships and ensure smooth collaboration. 

Feature Management 

• Oversee the planning and execution of event features such as workshops, deals hubs, competitions, activations, and closed-door roundtable conferences. 
• Manage these features from concept to delivery, ensuring they align with the event’s goals and enhance the attendee experience. 
• Collaborate with operations and suppliers to bring innovative ideas to elevate the look, feel, and flow of the event. 

Risk Management 

• Identify potential risks (e.g., venue issues, technical failures, supplier delays) and develop contingency plans to mitigate them. 
• Maintain risk logs, assess impact, and implement mitigation strategies to ensure smooth event delivery. 
• Continuously monitor risks throughout the project lifecycle and adapt plans as needed. 

Coordination of Multi-Functional Teams 

• Act as the central hub for coordinating efforts across various functional teams (marketing, logistics, technical, legal, etc.). 
• Align tasks and timelines to avoid bottlenecks and ensure all teams are working toward the same goals. 
• Maintain a broader view of the event flow to ensure seamless execution and integration of all components. 

Venue and Vendor Management 

• Secure and manage venues, suppliers, and vendors, including negotiating contracts and ensuring timely delivery of goods and services. 
• Build and maintain strong relationships with third-party providers such as audio-visual companies, caterers, and transportation services. 
• Ensure all deliverables meet quality standards and align with the event’s vision. 

Communication and Reporting 

• Establish regular meetings, status reports, and communication plans to keep all parties informed about progress, risks, and changes. 
• Act as the primary point of contact for resolving issues during the project lifecycle. 
• Provide clear and concise updates to stakeholders, ensuring transparency and accountability. 

Post-Event Evaluation and Reporting 

• Conduct post-event reviews to assess success metrics and gather feedback from stakeholders. 
• Prepare a final report summarizing achievements, lessons learned, and recommendations for future events. 
• Track post-event milestones and support the rollout of new event launches. 

Qualifications

You will have: 

• Experience or exposure in managing mid – large scale trade exhibitions, conferences, sports events or FMCG launches and events 
• Ability to manage multiple projects and deliverables at different stages of the project life cycle 
• Exposure to evaluating and managing Inter-departmental processes and milestones 
• Stakeholder interaction and management, both internal teams and external partners across all levels 
• Risk management and mitigation planning 
• Exposure to MS Office/Office 365 suite of software, Smart Sheets and Airtable 

Demonstrated skills:   

• Ability to perform critical work involving judgement, accuracy and speed with minimal supervision  
• Computer literate and proficient in the use of Microsoft Word, Excel, Airtable and Smart Sheets.  
• Able to prioritise work tasks, and deadlines, proficient in using scheduling tools  
• Proactive and self-motivated  
• Interpersonal and customer-facing skills  
• Cultural awareness and sensitivity  

Additional Information

Please note this is a Freelancer, fixed term role. 

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