Aimed at mid-level to senior Event Project Managers who can manage multiple overlapping events with vendor coordination and budget tracking.
Derived from job-description analysis by Serendipath's career intelligence engine.
Original posting from Aescape via Ashby
Aescape is building a defining brand for recovery, shifting behavior from a sporadic experience into a progressive, measurable routine, unlocking compounding benefits that build lasting resilience and laying the groundwork for an entirely new category of proactive human health and performance. Aescape powers recovery across leading fitness, hospitality, and wellness environments, including Equinox, Life Time, Marriott, Hilton, Four Seasons, Pause Studios, and Remedy Place, and is backed by Valor Equity Partners, BroadLight Capital, and Mecha Ventures.
Aescape is seeking an experienced, detail-oriented Events Project Manager (Contract) to join us for a 3-month project sprint. In this role, you will own the end-to-end project management and execution of 6 to 8 events scheduled between now and the end of the year.
You will act as the central operational hub—liaising with third-party event management companies, managing event budgets and travel logistics, coordinating event assets, and ensuring all internal cross-functional deliverables (sales decks, booth materials, lead capture tools) are delivered on time and on budget.
WHAT YOU’LL DO
- Vendor & Agency Management: Serve as the primary point of contact for external event production companies, trade show organizers, and venues. Coordinate booth space, electricity/AV, shipping, and technical requirements.
- Budget Management & Tracking: Manage individual event budgets and the overall Q3/Q4 event spend. Track expenses, reconcile invoices, and ensure events stay within approved financial limits.
- Travel & On-Site Logistics: Manage flight, hotel, and local transportation arrangements for attending team members. Create comprehensive travel itineraries and event playbooks for on-site staff.
- Asset & Collateral Coordination: Organize, audit, and ship event physical assets (booth displays, hardware, signage, swag, print materials). Coordinate with internal teams to ensure all digital assets (presentations, lead forms, QR codes) are ready prior to showtime.
- Internal Timeline & Deliverables Management: Build and maintain project timelines for all 6–8 events. Collaborate with key stakeholders (Sales, Marketing, Product) to meet pre-event outreach deadlines, content delivery, overall event preparation.
- Post-Event Reconciliation: Oversee pack-out and return shipping of event hardware/displays, complete budget reconciliation, and ensure lead lists are handed off to the revenue team for follow-up.
WHAT YOU’LL BRING
- 3–5 Years of Event Project Management Experience: Proven track record managing trade shows, B2B conferences, field marketing activations, or corporate events.
- End-to-End Execution Capability: Hands-on experience building event timelines, negotiating vendor contracts/orders, and shipping hardware/displays.
- Financial Acumen: Strong proficiency managing project budgets, handling purchase orders, and reconciling expenses in spreadsheets.
- Exceptional Organization & Detail Orientation: Ability to simultaneously manage multi-track timelines for 6–8 overlapping events without letting details slip through the cracks.
- Strong Communication Skills: Ability to effectively lead calls with third-party vendors, agency partners, and internal sales/executive stakeholders.
WHAT’S IN IT FOR YOU
- Join a trailblazing robotics and AI company building the future of recovery
- The chance to make a difference with a product that empowers healthier and happier living
- Team culture driven by passion, ambition, empowerment, inclusion, curiosity, and fun!
- Compensation: $45 - $60 per hour
EQUAL OPPORTUNITY EMPLOYER
Aescape is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other characteristic protected by applicable law. The salary range listed above is a good-faith estimate provided in accordance with New York City's pay transparency law.
BEGIN YOUR AESCAPE CAREER JOURNEY
At Aescape, we're on a mission to redefine self-care for a better world, and we're seeking trailblazers to join us on this journey. We're inspired by individuals who are passionate, driven, and eager to learn. We value diverse perspectives and resourceful, determined individuals who are committed to making a difference. At Aescape, we empower people to reach their full potential, just as our product empowers better living. If you're ready to innovate, create, and make a meaningful impact, we want you on our team.
YOUR JOURNEY. YOUR AESCAPE.
Source: Aescape careers (Ashby)