Project Specialist

About the role

The Project Specialist will bridge internal stakeholders with the partnerships & events team and the broader client organization. You’ll assist in activating the client’s strategic marketing partnerships and events from a sponsorship and event logistics standpoint. We are looking for someone who is forward-thinking, detail-oriented, an effective communicator, and well organized across multiple software tools. This person should be comfortable interfacing with executives and partners at the highest levels. A highly independent project manager with 3–5 years of experience who consistently delivers high-quality work: strong organizational, time management, and documentation skills; attention to detail, even under pressure.

This is a hybrid role requiring you to work at the Merchandise Mart office in Chicago 3 days per week.

Responsibilities

• Project Planning and Execution
  • Develop and execute project plans aligned with organizational goals.
  • Collaborate with cross-functional teams to define scope, objectives, and deliverables.
  • Monitor and manage timelines, resources, and budgets for successful completion.
  • Participate in weekly calls with sponsorship properties, providing updates on ticket requests and event logistics.
  • Communicate project milestones, objectives, and roadblocks clearly.
  • Provide weekly updates to the management team using Monday.com and Google Suite.
  • Secure phone lines for brand influencer needs.
• Inventory Management
  • Oversee regional ticket requests via Monday.com, communicating with requestors, partners, and management for approvals.
  • Share weekly updates on inventory availability and changes.
  • Manage ticket request processes to ensure accurate and timely delivery.
  • Track ticket inventory and funds to maximize asset efficiency.
  • Estimate ROI and prepare quarterly reports for Marketing leadership.
  • Organize and distribute merchandise inventory upon request and approval.
• Hospitality & Events
  • Serve as primary point of contact for internal and external stakeholders.
  • Research venues, hotels, and transportation for events including staff outings, press events, and leadership offsites.
  • Propose program budgets with clear methodology.
  • Manage event budgets and logistics for formal communications.
  • Demonstrate urgency, accountability, and ownership.
  • Oversee merchandise and event ticket inventory.
  • Act as onsite host with timely guest and property responses.
  • Handle all technical needs for audio/visual requirements.
  • Recap events, outlining objectives, results, and ROI.

Requirements

• 3+ years of experience in marketing, sponsorships, hospitality, or project management.
• Familiarity with Monday.com, Microsoft Office Suite, and Google Enterprise Suite (Docs, Sheets, Slides, Forms).
• Ability to travel up to 20% for events.

Skills and Attributes

• Thrives in fast-paced environments.
• Strong flexibility to respond to changing priorities and needs.
• Natural project manager; organized and detail-oriented.
• Works efficiently under pressure with careful attention to detail.
• Connects across multiple teams.
• Meets strict deadlines with internal and external stakeholders.
• Timely, effective, and professional communication (verbal and written).
• Ability to work autonomously in a dynamic environment.

Physical Requirements

Regularly sit, grasp, talk and/or hear. Occasionally walk and/or stand. Occasionally carry and lift up to 25 pounds. Continuous hand/eye coordination and fine manipulation. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Benefits

• Early wage access and weekly pay.
• Health and wellness benefits plans.
• Paid time off and holidays.
• 401(k) with employer matching.
• Paid training, drive time, and mileage between store locations.
• Employee discounts.
• Referral bonus.
• Tax savings with flexible spending accounts for parking, transit, dependents, and healthcare costs.
• Opportunity to work with a growing company that actively rewards and promotes its employees.