Project Manager (Activation & Event Operations) - A163

Work Arrangement: Fully Remote – with required overlap in EST working hours
Job Type: Independent Contractor, Full-time
Work Schedule: US time zone coverage required (EST daytime hours); flexibility for occasional early/late shifts around events (8 AM – 5 PM EST, flexible as needed)

Locations:

• LATAM: Mexico City (Mexico), Bogotá (Colombia), São Paulo (Brazil), Buenos Aires (Argentina)

About Pearl Talent

Pearl works with the top 1% of candidates from around the world and connects them with the best startups in the US and EU. Our clients have raised over $5B in aggregate and are backed by companies like OpenAI, a16z, and Founders Fund. They’re looking for the sharpest, hungriest candidates who they can consistently promote and work with over many years. Candidates we’ve hired have been flown out to the US and EU to work with their clients, and even promoted to roles that match folks onshore in the US.

Hear why we exist, what we believe in, and who we’re building for: WATCH HERE

Why Work with Us?
At Pearl, we’re not just another recruiting firm—we connect you with exceptional opportunities to work alongside visionary US and EU founders. Our focus is on placing you in roles where you can grow, be challenged, and build long-term, meaningful careers.

Role Overview

As a Project Manager — Activation & Event Operations, you will manage end-to-end activation workflows, ensure event readiness, maintain CRM hygiene, and coordinate client-facing operations. You will operate as an extension of leadership, running activation operations independently while maintaining a polished and professional partner experience. This role is high-urgency and high-impact, ideal for a proactive executor who thrives under US-aligned hours.

Your Impact:

• Ensure flawless execution of activation pipelines and event operations.
• Maintain impeccable HubSpot CRM hygiene and reporting.
• Improve efficiency, reduce leadership involvement, and support top-of-funnel sales initiatives.

Core Responsibilities

Activation Management & Execution — 35%

• Own pre-event activation workflows: decks, pricing proposals, albums, asset collection, distribution setups, and invoicing.
• Manage 100+ activations daily — track status, blockers, and next steps.
• Execute pre-event checklists and ensure smooth handoffs to activation teams.

CRM & Data / Spreadsheet Hygiene — 20%

• Maintain HubSpot pipeline hygiene and accurate contact history.
• Manage activation trackers, distribution sheets, and reporting documents.
• Ensure CRM reflects next-step ownership and relationship history.

Client-Facing Coordination & Event Ops — 20%

• Serve as confident client contact for pre-event logistics and Q&A.
• Coordinate scheduling, meeting prep, communication, and 7-day partner follow-up cadence.
• Manage travel, vendor coordination, and asset distribution.

Sales-Ops & Top-of-Funnel Support — 15%

• Execute templated email sequences, follow-ups, scheduling flows, and light SDR outreach.
• Support creation of activation proposals and pricing templates.
• Assist with prospect qualification and scheduling to optimize leadership bandwidth.

Templates, QA & Ops Infrastructure — 10%

• Create and maintain decks, recap templates, follow-up sequences, QA checklists, and post-event handoff cheat-sheets.
• QA all deliverables before partner delivery.
• Identify recurring bottlenecks and implement repeatable processes.

Requirements

Must-Haves (Required)

• US-aligned availability during normal working hours (EST coverage mandatory).
• 3+ years supporting operations, events, or executive-level workflows with end-to-end activation responsibility.
• Familiarity with sales top-of-funnel tools and outreach automation.
• Strong written/verbal English; excellent phone presence for client calls.
• Experience with light graphic tasks.
• Highly organized, detail-oriented, proactive, and able to close loops independently.

Nice-to-Haves (Preferred)

• Experience with album/asset distribution workflows.
• Basic Figma skills for mockups and deck customization.
• HubSpot CRM experience — pipeline management and hygiene.
• Prior event activation/production ops experience in media, partnerships, or experiential marketing.
• Experience creating SOPs, templates, and checklists for scalable operations.

Tools Proficiency

Required:

• CRM: HubSpot
• Design/Decks: Figma (basic edits), Google Slides/PowerPoint
• Productivity: Google Workspace, Slack, Zoom
• Tracking: Google Sheets / Airtable / Notion

Preferred:

• Outreach automation/email sequencing tools (Dripify, Mailshake, or HubSpot native sequences)
• Basic image/album management tools (Dropbox, Frame.io, Google Drive)

Benefits

• Competitive Salary: Based on experience and skills

• Remote Work: Fully remote—work from anywhere
• Performance Bonus: Based on data accuracy, reporting timeliness, and overall sales efficiency
• Team Incentives: Recognition for maintaining 100% CRM hygiene and on-time reporting
• Generous PTO: In accordance with company policy
• Health Coverage for PH-based talents: HMO coverage after 3 months for full-time employees
• Direct Mentorship: Guidance from international industry experts
• Learning & Development: Ongoing access to resources for professional growth
• Global Networking: Connect with professionals worldwide

Our Recruitment Process

1. Application
2. Screening
3. Skills Assessment
4. Top-grading Interview
5. Client Interview
6. Job Offer
7. Client Onboarding

Ready to Join Us?

If this role aligns with your skills and goals, apply now to take the next step in your journey with Pearl.