Verified Job
Event Management
Project Coordinator- job post Fete Chinoise (PALETTERA Inc.)
Event Management
#796369
Remote / WFH
Fete Chinoise (PALETTERA Inc.)
Job Description
Full job description
About Us
PALETTERA is a premier creative agency specializing in event branding, high-end publications, editorial design, and experiential activations. We bring bold concepts to life through meticulous design and high-quality execution, thriving on collaboration and creative excellence.
Role Summary
We are seeking a highly organized and experienced Project Co-ordinator to manage diverse creative initiatives. This role is central to our operational success, requiring a blend of strategic planning, event logistics, and stakeholder management.
Roles and Responsibilities
Project Management:
Collaborate with and assist the Principal/Creative Director in establishing a 24-month advance planning cycle for ongoing client assignments, aiming for full implementation by 2027.
Develop comprehensive project plans, own the timelines and workback schedules, and budgets for editorial and event-related initiatives.
Direct and coordinate resources, including personnel, equipment, and materials, to execute projects efficiently.
Drive and monitor project progress, ensuring adherence to deadlines and objectives with confidence and independence
Conduct post-project evaluations, identifying key learnings and implementing improvements for future initiatives.
Oversee all internal and external correspondence as directed, including composing, editing, and proofreading word-processing documents.
Ensure Project Assistant has completed and updated all project documents on a weekly basis.
Ensure Project Assistant has an accurate inventory of all supplies and project materials throughout the year.
Event Coordination:
Work with and support Principal/Creative Director to ensure planning reaches the target of working 18 months ahead by 2027 for all events under the Fête Chinoise name.
Plan and execute in-person and virtual events, including annual galas (Fête Chinoise Signature Event Series) and special projects such as Fête Chinoise Love at Mid-Autumn.
Own all event logistics assigned, such as venue selection, catering, audiovisual setup, decor, vendors and exhibitions, rentals, photography and videography, and transportation, and the contracts and deliverables of all vendors/suppliers.
Manage and maintain full accountability for event budgets and expenses, to stay on track, and tracking all financial details meticulously.
Support/liaise with the team on the promotion and marketing efforts of events to maximize attendance and engagement.
Ensure smooth on-site event operations, troubleshooting any issues promptly.
Oversee and manage the team schedule to ensure that time goals and design standards are met on event day.
Stakeholder Communication:
Serve as the primary liaison for internal teams, external vendors, clients, sponsors, and partners with professionalism, polish and polite and firm communication.
Communicate project requirements, expectations, and updates effectively to all stakeholders.
Build, manage and sustain strong strategic relationships on behalf of the company with current and new stakeholders to support long-term collaboration and mutual success.
Brand Growth Strategy:
Contribute to and support strategic brand growth initiatives, providing insights and recommendations to strengthen brand positioning and visibility. Identify and recommend the right products and services to potential clients/brands, fostering long-term relationships.
Assist the Principal and Leadership team with planning the team’s projects, goals and forecasts for upcoming years.
Editorial Management:
About Us
PALETTERA is a premier creative agency specializing in event branding, high-end publications, editorial design, and experiential activations. We bring bold concepts to life through meticulous design and high-quality execution, thriving on collaboration and creative excellence.
Role Summary
We are seeking a highly organized and experienced Project Co-ordinator to manage diverse creative initiatives. This role is central to our operational success, requiring a blend of strategic planning, event logistics, and stakeholder management.
Roles and Responsibilities
Project Management:
Collaborate with and assist the Principal/Creative Director in establishing a 24-month advance planning cycle for ongoing client assignments, aiming for full implementation by 2027.
Develop comprehensive project plans, own the timelines and workback schedules, and budgets for editorial and event-related initiatives.
Direct and coordinate resources, including personnel, equipment, and materials, to execute projects efficiently.
Drive and monitor project progress, ensuring adherence to deadlines and objectives with confidence and independence
Conduct post-project evaluations, identifying key learnings and implementing improvements for future initiatives.
Oversee all internal and external correspondence as directed, including composing, editing, and proofreading word-processing documents.
Ensure Project Assistant has completed and updated all project documents on a weekly basis.
Ensure Project Assistant has an accurate inventory of all supplies and project materials throughout the year.
Event Coordination:
Work with and support Principal/Creative Director to ensure planning reaches the target of working 18 months ahead by 2027 for all events under the Fête Chinoise name.
Plan and execute in-person and virtual events, including annual galas (Fête Chinoise Signature Event Series) and special projects such as Fête Chinoise Love at Mid-Autumn.
Own all event logistics assigned, such as venue selection, catering, audiovisual setup, decor, vendors and exhibitions, rentals, photography and videography, and transportation, and the contracts and deliverables of all vendors/suppliers.
Manage and maintain full accountability for event budgets and expenses, to stay on track, and tracking all financial details meticulously.
Support/liaise with the team on the promotion and marketing efforts of events to maximize attendance and engagement.
Ensure smooth on-site event operations, troubleshooting any issues promptly.
Oversee and manage the team schedule to ensure that time goals and design standards are met on event day.
Stakeholder Communication:
Serve as the primary liaison for internal teams, external vendors, clients, sponsors, and partners with professionalism, polish and polite and firm communication.
Communicate project requirements, expectations, and updates effectively to all stakeholders.
Build, manage and sustain strong strategic relationships on behalf of the company with current and new stakeholders to support long-term collaboration and mutual success.
Brand Growth Strategy:
Contribute to and support strategic brand growth initiatives, providing insights and recommendations to strengthen brand positioning and visibility. Identify and recommend the right products and services to potential clients/brands, fostering long-term relationships.
Assist the Principal and Leadership team with planning the team’s projects, goals and forecasts for upcoming years.
Editorial Management:
