Event Planner Job at Mindlance, Hoboken, NJ

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  • Mindlance
  • Hoboken, NJ

Job Description

Job Description

Job Title: Event Project Manager (Contract)

Location: Hybrid – Hoboken, NJ

Duration: 6 months (with possible extension)

Job Summary

We are seeking a highly organized, PMO-style Event Project Manager to support the planning and execution of a large-scale North America supplier and partner event scheduled for May 2026 .

The role will focus on end-to-end event delivery, managing multiple workstreams, stakeholders, timelines, and logistics. This position will work closely with a global events lead in London, the US partnership team, and local execution partners.

Event Overview

  • Large North America–focused corporate event
  • 2-day format
  • ~600 attendees, including ~200 suppliers
  • Format includes plenary sessions, gala dinner, and partner meetings
  • Modeled after a global “Partner to Win” supplier summit

Key Responsibilities

Event & Project Management

  • Own the overall event project plan , timelines, and milestones
  • Manage multiple workflows using a PMO-style approach (Gantt charts, trackers, action logs)
  • Ensure deliverables remain on schedule and risks are identified and mitigated

Event Operations & Logistics

  • Oversee event logistics including venue, hotel, production, and creative agency coordination
  • Manage run-of-show planning and operational readiness
  • Support budget tracking, quotations, and basic cost control

Stakeholder & Delegate Management

  • Coordinate communication with internal and external stakeholders
  • Manage delegate workflows including invitations and confirmations
  • Liaise with local communications teams as needed

Content & Compliance Support

  • Support content development and presentation coordination
  • Liaise with legal and business partners on NDAs, competition law, and privacy requirements
  • Manage NDA documentation and approvals

Required Skills & Experience

  • Strong event project management and organizational skills
  • Ability to manage multiple timelines, stakeholders, and deliverables simultaneously
  • Experience planning and executing large-scale corporate events or conferences
  • Strong attention to detail and follow-through
  • Confident communicator with strong interpersonal skills
  • Ability to operate in a fast-paced, dynamic environment
  • Fluent written and verbal English

Tools & Technology

  • Proficiency in MS 365 (Excel, PowerPoint, Word, Teams, SharePoint, Planner)
  • Experience with Gantt charts and project scheduling tools (e.g., MS Project)
  • Basic budgeting, quotation, and expense-tracking experience

Preferred Qualifications

  • Experience delivering events with 500+ attendees
  • Corporate / Fortune 500 event experience preferred
  • Bachelor’s degree preferred but not required with strong experience

Level

Junior to Mid-Level

  • Compress this to a 1-page recruiter JD
  • Strip procurement language or make it mandatory

EEO Statement:

Mindlance is an Equal Opportunity Employer and does not discriminate in employment on the basis of Minority, Gender, Disability, Religion, LGBTQI, Age, or Veteran status.

Job Tags

Contract work, Local area,

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