Event Project Manager – East Brooklyn Events (Contract)

Department: Events

Reports to: CEO

Location: Hybrid. Must be based in or able to commute to Brooklyn, NY. This role includes extensive on-site work in East Brooklyn, primarily in East New York.

Status: Independent Contractor (1099)

Time Commitment: Approximately 20–40+ hours per week, depending on workflow and event schedule. Significant on-site support is required throughout July and August 2026, with many on-site days running approximately 7:00am-4:00pm.

Start Date: ASAP through August 31, 2026, with the possibility of extension.

Pay Rate: $40–$55/hour, based on experience, event operations expertise, and ability to independently manage projects and on-site execution.

About Erin Leonard Events

At Erin Leonard Events (ELE), we produce thoughtful, high-touch experiences that bring people together in meaningful ways. Our work spans conferences, retreats, galas, staff events, leadership convenings, and mission-driven gatherings for nonprofits, schools, foundations, and cultural institutions.

We are known for calm leadership, strong operational instincts, thoughtful customer service, and polished events in fast-paced environments. We operate as an extension of our clients’ teams and value collaboration, accountability, flexibility, and kindness.

Summary of Role

The Event Project Manager – Brooklyn School Events is a contract role responsible for supporting the planning and execution of a large-scale summer institute and convocation series for a Brooklyn-based school network. This work includes multi-week staff trainings, leadership institutes, operational coordination, participant management, vendor oversight, catering coordination, facilities planning, and on-site event management across multiple campuses and venues.

This role is ideal for someone who thrives in logistical, people-centered environments and enjoys balancing operational details with participant experience. The ideal candidate is proactive, organized, calm under pressure, and comfortable managing many moving pieces simultaneously.

The Event Project Manager will work closely with Erin Leonard Events leadership, school-based stakeholders, facilities and IT teams, vendors, volunteers, and operational partners to ensure smooth execution across all summer programming.

Key Responsibilities

1) Summer Program & Event Planning and Execution

• Serve as the primary lead for this project, overseeing planning and execution for a multi-week series of trainings, staff gatherings, leadership programs, and large-scale events

• Manage timelines, planning trackers, operational deliverables, and logistics across multiple concurrent projects

• Develop and maintain detailed Run of Show documents, staffing schedules, setup plans, and operational timelines

• Serve as an on-site lead during event days, helping manage flow, troubleshoot issues, and support participant experience

• Ensure all event elements align with client goals, operational needs, and ELE standards

2) Facilities, Logistics & Vendor Coordination

• Coordinate with operational and technical partners regarding room layouts, setup needs, signage placement, furniture planning, and space readiness

• Source, coordinate, and manage a variety of event vendors and service providers

• Oversee vendor communication, delivery schedules, setup logistics, billing, and quality control

• Support venue walkthroughs, setup planning, and operational readiness across multiple event spaces

• Coordinate logistics related to catering, rentals, print materials, décor, participant flow, and event operations

3) Guest Experience, Communications & Event Materials

• Coordinate food, beverage, and hospitality logistics across multiple events and programs

• Help support participant accommodations and overall guest experience needs

• Oversee production and organization of event materials, signage, badges, and printed collateral

• Ensure event spaces are welcoming, polished, organized, and operationally ready each day

• Support participant-facing communications, logistics, and day-of coordination as needed

4) Website, Registration & Administrative Coordination

• Support management of the event website and participant-facing materials

• Coordinate updates related to schedules, handouts, surveys, and participant communications

• Maintain organized project documentation, timelines, vendor records, and planning notes

• Track deadlines, approvals, and operational milestones

• Communicate proactively with ELE leadership regarding risks, changes, or support needs

5) On-Site Leadership & Team Coordination

• Manage on-site staff, volunteers, vendors, and operational partners during event execution

• Serve as a calm, solutions-oriented presence in fast-paced live environments

• Support setup, prep days, strike, and load-out activities

• Assist with post-event debriefs and closeout processes

Other Responsibilities

• Collaborate closely with ELE leadership and team members to continuously improve processes and outcomes

• Contribute to the development of internal project templates, SOPs, and best practices

• Perform other duties as assigned by the Director of Events or the CEO

What We’re Looking For

Required Experience & Skills

• 4+ years of experience in event planning, event operations, production, hospitality, education operations, or related fields

• Strong experience managing logistics-heavy, participant-facing events

• Demonstrated experience coordinating vendors, catering, facilities, or production teams

• Excellent organizational and project management skills

• Ability to manage multiple priorities and shifting timelines simultaneously

• Strong written and verbal communication skills

• Comfortable working independently while collaborating closely with a small team

• Ability to remain calm, resourceful, and solutions-oriented under pressure

• Proficiency with Google Workspace, Zoom, Slack, and project management tools

• Experience managing volunteers or temporary staff preferred

Physical & On-Site Requirements

• Ability to lift and move 25+ pounds as needed for event materials and supplies

• Comfortable standing and walking for extended periods during live event days

Ability to navigate school campuses and event venues, including frequent stair use and movement between multiple floors and buildings

• Comfortable supporting light setup, load-in, and operational event tasks as needed

• Must be based in or able to commute to East Brooklyn regularly throughout July and August 2026

Required On-Site Availability

This role includes significant on-site support throughout Summer 2026 in Brooklyn, NY, primarily in East Brooklyn and Brownsville. Candidates should be available for as many of the following dates as possible (ideally all):

• July 13-16, 2026

• July 20-24, 2026

• July 29-31, 2026

• August 3-7, 2026

• August 10-14, 2026

• August 17-21, 2026

• August 25-28, 2026

Please note:

• Sunday, August 16, may also be required for special event prep (open to discussion) 

• Some evening or weekend work may occasionally be required

• Daily schedules may begin as early as 7:00am

Candidates must be comfortable commuting to East Brooklyn for on-site work. Depending on staffing and operational logistics, Erin Leonard Events may be able to provide access to a vehicle for transportation between event locations and work sites.

Mindsets We Value

• Highly proactive and ownership-driven

• Detail-oriented while keeping sight of the bigger picture

• Warm, collaborative, and participant-focused

• Calm and solutions-oriented under pressure

• Flexible and adaptable in fast-moving environments

• Strong follow-through and accountability

• Pride in creating organized, welcoming, polished experiences

Working Relationship & Growth

• This is a contract role with consistent weekly hours throughout the summer season

• Opportunity for additional event work and long-term collaboration for the right fit

• Close partnership with ELE leadership and operational partners

• Applicants must be authorized to work in the United States and reside within the U.S.

Application Process

Applicants must be authorized to work in the United States and reside within the U.S.

Submit a resume and a brief cover letter outlining your experience and fit for ELE.

Complete our application here and select “Event Project Manager – East Brooklyn Events (Contract).”

Erin Leonard Events is an Equal Opportunity Employer. We value diversity and encourage individuals from underrepresented backgrounds to apply.