Assistant Project Manager - Silver Birches

Company Overview: 

We are a leading event management company based in Pasadena, CA, specializing in creating memorable and seamless experiences for our clients. From large-scale events to intimate gatherings, we bring every detail together with precision and passion. As our company grows, we’re looking for a skilled and proactive Assistant Project Manager to join our team and support the planning and execution of events across a variety of settings.

Position Summary: 

The Assistant Project Manager will play a crucial role in coordinating the operational and logistical aspects of our events. This includes managing timelines, scheduling labor and trucking, coordinating with vendors, and ensuring successful installations according to floor plans. The ideal candidate is organized, detail-oriented, and possesses strong communication and management skills. Being bilingual in Spanish is highly preferred to serve our diverse clientele and team members better.

Key Responsibilities:

• Timeline Coordination: Assist in developing and maintaining project schedules, ensuring that all timelines are met from pre-event planning through event execution and post-event breakdown.
• Labor Scheduling: Coordinate labor resources for event setups and takedowns, ensuring staffing levels meet the needs of each event.
• Logistics Management: Oversee scheduling of trucking and transportation for event equipment and supplies, ensuring on-time and efficient delivery to and from venues.
• Floor Plan Interpretation: Read and understand event installation floor plans to ensure accurate setup of spaces according to client specifications.
• Vendor Coordination: Communicate effectively with vendors, contractors, and internal teams to ensure seamless operations and adherence to project timelines.
• Assisting with Invoices: Needs to be able to do online research to place rental or product orders, as well as manage invoices from vendors.
• Travel Requirements: Willingness to travel as needed to support onsite event operations, both locally and potentially out of state or country.
• Communication: Maintain clear and proactive communication with all stakeholders, including clients, vendors, and team members, to ensure expectations and timelines are met.
• Team Leadership: Support the project team, assisting with the management of on-site staff and ensuring smooth coordination throughout the event lifecycle.
• Onsite Management – Must be able to help and/or manage installations and strikes for events on location.

Qualifications:

• Experience: Previous experience in event management, project management, or a similar role preferred.
• Skills: Strong organizational skills, ability to multitask, and excellent time management. Must have a proven track record of meeting deadlines.
• Communication: Strong written and verbal communication skills are essential.
• Language: Bilingual in Spanish is highly preferred to support our diverse clientele and team.
• Technical Skills: Ability to read and interpret event floor plans and diagrams. Proficiency with scheduling software or project management tools is a plus.
• Strong Computer Skills – Must be proficient with computers and using basic programs like Outlook, Excel, Word, Google Docs, etc. Must be comfortable learning other programs related to our company. The ability to use other programs like Adobe Photoshop or Illustrator is a plus but not a must.
• Travel - Must be willing and able to travel for events as required.