EVENTS PROJECT MANAGER

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🌳About the Organization

Adventure Scientists is a nonprofit organization on a mission to protect the planet by pairing scientists with individuals uniquely capable of gathering difficult-to-obtain data. Our team collaborates with scientists worldwide to solve pressing environmental challenges, from biodiversity to climate change. Every role here offers a chance to make an impact on a global scale!

🙋‍♀️ About the Role

We’re looking for an energetic, highly organized, and people-centered Events Project Manager to lead the planning and delivery of volunteer-facing field events.

It is a hands-on, remote from anywhere in the US, project management role focused on getting the right people to the right places with the right information, equipment, and support so they can collect critical scientific data in the field.

You’ll own the full lifecycle of events – from planning and coordination through successful delivery. All the way through, you’ll be supported by our Project Manager Lead.

These events are meant to help volunteers feel excited, welcomed, and ready to participate. We’re looking for someone who can combine strong coordination skills with creativity, outreach instincts, and a feel for what makes an event genuinely engaging.

It is also a fun and a highly relational role with a deep conservation outcome. You’ll help create field experiences that enable volunteers to collect environmental data that scientists genuinely need! 🌿

đź’Ľ Responsibilities

Event Planning & Project Management

    • Lead the planning and coordination of a portfolio of volunteer-facing field events across multiple conservation projects.
    • Build detailed work plans, timelines, trackers, and checklists for each event and for the season as a whole.
    • Coordinate the operational details needed to move from project concept to successful field execution.
    • You are not expected to attend events in person**.** Instead, you’ll coordinate everything remotely and partner closely with a Logistics Coordinator, who leads execution on the ground.

Volunteer Experience & Event Design

    • Help create experiences that make it easy and exciting for volunteers to commit and show up.
    • Develop event concepts that encourage participation and follow-through.
    • Support creative thinking around what each event could look like, from simple meetups to more immersive community-based experiences such as campouts, cookouts, or other outdoor gathering formats.

Volunteer Event Logistics

    • Plan and coordinate the logistics required to prepare volunteers for field participation and data collection.
    • Support the reservation and coordination of event-related needs such as campsites, group accommodations, meeting points, event sites, food, supplies, or other field logistics as needed.
    • Help ensure volunteers have the information, preparation, and logistical support necessary to participate and collect data successfully.

Data Collection Readiness

    • Keep the central purpose of the events in view: equipping people to go out and collect data effectively.
    • Help ensure event plans support successful volunteer mobilization, training readiness, and field participation.

Partner, Outreach & Stakeholder Coordination

    • Coordinate with external partners involved in non-Adventure Scientists-hosted events.
    • Support outreach and event promotion in collaboration with internal teammates, helping drive awareness and participation.
    • Communicate clearly and professionally with a variety of stakeholders, including volunteers, partners, and internal team members.
    • Represent Adventure Scientists in a warm, capable, and responsive way.

Live Event Support & Troubleshooting

    • Support event execution during the core delivery period of the season.
    • Troubleshoot operational issues quickly and calmly when plans shift or unexpected challenges arise.
    • Serve as a reliable point of coordination when many moving pieces are happening at once.

Systems, Budget Tracking & Administrative Coordination

    • Keep event details accurate and accessible for internal coordination.
    • Work within defined event budgets and coordinate event-related expenses
    • Communicate on a weekly basis with the Project Manager Lead, providing updates, flagging challenges, and troubleshooting issues in a live, supportive scenario.
    • Provide updates of events to our Communications Team for them to promote the information on our social media channels.

    🎯 Skills & Requirements 

      • 2-5 years of experience in remote event coordination, program coordination, project management, operations, volunteer engagement, or a closely related field.
      • Experience running field-based, outdoor, or distributed events.
      • Proven ability to manage many moving pieces at once with excellent attention to detail.
      • Clear track record of owning events or activations from planning through delivery.
      • Strong project management instincts: planning, prioritizing, tracking, following through, and adjusting when needed.
      • Experience coordinating logistics for events, field programs, community programs, activations, trainings, or similar experiences.
      • Strong interpersonal skills and confidence communicating with a wide range of people.
      • Ability to think creatively about what makes events exciting and worth showing up for
      • Comfortable in a highly relational role that involves frequent coordination and follow-up.
      • Able to stay calm, grounded, and solution-oriented under pressure.
      • A natural ability to build relationships and create positive, human-centered experiences.
      • Strong written communication and clear administrative organization.
      • Interest in conservation, science, or environmental work 🌿✨🌲

    đź’Ş Extra Awesome Qualities

    (not required but highly preferred)

      • Experience supporting outdoor gatherings, community-based programs, or place-based activations
      • Experience working with volunteers or mission-driven communities.
      • Exposure to event marketing or communications, with an understanding of how events support broader engagement goals.
      • Familiarity with tools like Google Workspace, Slack, Airtable, Asana, or similar.
      • Experience managing event budgets, vendors, or reservations.

    🌎 Location

    Remote, US-based

    This role is remote with flexible schedule. You are not expected to attend events in person.

    You’ll coordinate the work from your own location, while supporting events happening mostly during weekends across different geographies and time zones.

    Because this role supports real-world field events and volunteer experiences, availability during standard working hours is encouraged. Candidates should be comfortable coordinating across time zones (PST and EST) and working within a concentrated seasonal events schedule.

    For Adventure Scientists-hosted events, you’ll partner closely with a Logistics Coordinator, who serves as the in-person lead on the ground. Your role is to make sure they have the plans, information, materials, and coordination needed to run the event successfully. For non-hosted events, you may instead support volunteers or partners directly in planning and coordination without an on-site Adventure Scientists staff presence.

    ✏️ Contract Details

        • Role type: Contractor
        • Contract term: 5 months, April through August
        • Structure: Deliverable-based contract
        • Core planning period: April and May
        • Core event delivery period: late May through late July, with possible follow-up into early August if needed.

    This role is designed around a defined seasonal body of work. It is ideal for someone excited by a focused, high-impact contract where they can take ownership of a meaningful event portfolio and help deliver a successful field season.

    🧭 Event Portfolio

    This role will support multiple project-based event streams during spring and summer season.

    Pacific Northwest Biodiversity Project, PST

    For this project, the Events Project Manager will coordinate:

    • 12 Adventure Scientists-hosted events (Oregon, Washington, Northern California)
    • 3 partner-hosted events not run directly by Adventure Scientists but requiring coordination and visibility across the broader project ecosystem

    These non-hosted events may take different forms depending on the local context. In some cases, they may be initiated by a volunteer, partner, or community group and supported by Adventure Scientists through coordination, outreach, and planning rather than direct on-site hosting.

    New Exciting Trees Conservation Project, EST (to be launched soon! 🤫)

    For this project, the Events Project Manager will support:

    • 3 events between June and July (Alabama, Indiana)

    Together, these events form a seasonal portfolio that requires thoughtful planning, excellent tracking, strong communication, and smooth execution across all stakeholders 🌳

     

    đź’Ž Compensation

    $4,000/month.

    Compensation is tied to the seasonal scope of work and deliverables associated with the contract period. Based on the volume and intensity of work, we expect this role to operate more like a full-time seasonal contract during the busiest parts of the event cycle.

    We offer non-negotiable compensations to ensure fairness, transparency, and equity for everyone in the hiring process. This approach allows us to uphold our commitment to pay consistency, eliminate bias in the hiring process, and create a culture of trust and clarity for all team members.

    🗓️ Hiring Process

    At Adventure Scientists, we believe in a transparent, enjoyable, and thorough hiring experience that ensures mutual alignment.

      1. Initial Conversation: Your first call will be with our Talent Partner to discuss your experience and fit with our mission.
      2. Collaboration Project: Then, we’ll invite you to work on a short project that reflects the type of work you’ll do, offering insights into our team-oriented approach.
      3. Meet the Team: The third step includes a conversation with the Hiring Manager, allowing you to learn more about the role.
      4. Reference Check: We’ll connect with professional references to better understand your past experiences, strengths, and working style.
      5. Offer: If everything aligns, we’ll extend an offer and discuss next steps!

    Throughout the process, we’ll keep you updated so you’ll always know what to expect. Typically, the entire hiring process spans 3 to 6 weeks.

    Adventure Scientists is proud to be an equal-opportunity employer. We believe that diversity, equity, and inclusion are essential to achieving our mission. We welcome applicants from all backgrounds, experiences, and perspectives, and we’re committed to providing a fair and supportive hiring process for everyone. We consider all qualified applicants regardless of race, color, religion, formal education, gender identity, sexual orientation, national origin, disability, or any other status. If you have any questions about the application process, please don’t hesitate to let us know—we’re here to help!

    🎓 How to Apply

    If you’re excited by the idea of building meaningful field experiences, supporting volunteers, and helping make real conservation data collection possible, we’d love to hear from you!

    Please submit your application, including a link to your LinkedIn and portfolio of events, showcasing any previous relevant work.

    We do not require a cover letter. Instead, please complete the application questions included in the form.

    ⚠️ Important Note:

    We take application authenticity seriously. All responses to application questions are reviewed for originality. Submissions that are AI-generated or copied, even if partially, are automatically rejected, regardless of your qualifications.

    Please take the time to craft thoughtful, personal answers that reflect your own voice and experiences.

    We’re excited to learn more about you and appreciate the time you take to share your story with us!

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    What tools, systems, or rituals do you rely on to stay organized and keep everything moving?

    Please attach 1-2 examples (screenshot or doc) of a tracker, timeline, or plan you’ve created (you can blur any info).
    Please attach an example of an event you organized from start to finish and that you’re proud of.

    This can include:
    - Link to the event if it went public (preferred)
    - Publically available photos from the event (before / during / after)
    - A run-of-show, timeline, or event plan
    - A project tracker or checklist
    - Screenshots of coordination documents (Google Docs, Sheets, Asana, etc.)
    - Communications you created (emails to participants, briefing docs, etc.)

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    U.S. Equal Employment Opportunity Information (Completion is Voluntary)

    Individuals seeking employment at Adventure Scientists are considered without regard to race, color, religion, sex, sexual orientation, gender identification, national origin, age, marital status, ancestry, physical or mental disability, or veteran status. You are being given the opportunity to provide the following information in order to help us comply with federal and state Equal Employment Opportunity record keeping, reporting, and other legal requirements.

    Completion of the form is entirely voluntary. Whatever your decision, it will not be considered in the hiring process or thereafter. Any information that you do provide will be recorded and maintained in a confidential file.
     
    For government reporting purposes, we ask candidates to respond to a self-identification survey. Completion of this form is entirely voluntary and will not be considered in the hiring process or thereafter. Any information that you do provide will be recorded and maintained in a confidential file.

    As set forth in Adventure Scientists Equal Employment Opportunity policy, we do not discriminate on the basis of any protected group status under any applicable law.

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    If you believe you belong to any of the categories of protected veterans listed below, please indicate by making the appropriate selection. As a government contractor subject to the Vietnam Era Veterans Readjustment Assistance Act (VEVRAA), we request this information in order to measure the effectiveness of the outreach and positive recruitment efforts we undertake pursuant to VEVRAA. Classification of protected categories is as follows:

    A "disabled veteran" is one of the following: a veteran of the U.S. military, ground, naval or air service who is entitled to compensation (or who but for the receipt of military retired pay would be entitled to compensation) under laws administered by the Secretary of Veterans Affairs; or a person who was discharged or released from active duty because of a service-connected disability.

    A "recently separated veteran" means any veteran during the three-year period beginning on the date of such veteran's discharge or release from active duty in the U.S. military, ground, naval, or air service.

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