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. 

We don't just accept difference, we celebrate it.  We welcome applicants from all backgrounds and circumstances and base hiring decisions on relevant qualifications and merit.  We are proud to provide a disability-friendly environment. If you require any support or adjustments to participate in our interview or selection processes, please let us know.