Event Project Manager (Contractor/Freelancer) – Japan

Location: Tokyo, Japan (Remote/Hybrid with onsite event support as required) Contract Type: Independent Contractor / Freelance Position Summary Ivory is seeking an experienced Event Project Manager based in Japan to support the planning and execution of corporate events, executive engagements, customer programs, conferences, and virtual/hybrid experiences. This role is ideal for an independent event professional who enjoys managing client relationships, coordinating local event execution, and serving as a trusted extension of a global event team. The Event Project Manager will act as Ivory's primary local representative for customers and stakeholders in Japan while partnering closely with an Ivory Global Account Lead who maintains overall responsibility for the global customer relationship. Together, you will ensure consistent execution, communication, and customer satisfaction across all projects. The ideal candidate is highly organized, customer-focused, bilingual in Japanese and English, and comfortable managing multiple projects simultaneously in a fast-paced environment. Key Responsibilities - Lead the local planning and execution of corporate events, conferences, executive meetings, customer engagements, and virtual/hybrid experiences in Japan. - Serve as the primary day-to-day contact for local customer stakeholders, venues, suppliers, and event partners. - Partner closely with the assigned Ivory Global Account Lead to align on customer objectives, event strategy, and project goals. - Build strong relationships with local customers while delivering exceptional service and responsiveness. - Develop and manage project plans, timelines, budgets, and event deliverables. - Source and manage local venues, vendors, production partners, transportation providers, and other suppliers. - Coordinate attendee logistics, registration management, communications, accommodations, and onsite operations. - Oversee event production elements including audiovisual services, signage, branding, catering, transportation, and guest experiences. - Provide regular project updates, budget tracking, and status reports. - Support onsite event management and ensure seamless event execution. - Conduct post-event reviews and identify opportunities for continuous improvement. Customer Experience Focus Customer experience is at the center of every project. The Event Project Manager will be expected to: - Act as a trusted advisor and local extension of the customer's team. - Anticipate customer needs and proactively provide solutions. - Create seamless attendee experiences from registration through post-event follow-up. - Deliver a high-touch, professional experience for customers, executives, partners, and attendees. - Build long-term relationships through responsiveness, professionalism, and attention to detail. - Continuously seek opportunities to improve the customer and attendee experience. Qualifications Required - 5+ years of event management, project management, hospitality, marketing, or related experience. - Fluent in Japanese and English (written and verbal). - Experience independently managing customer relationships and event projects. - Strong project management, organizational, and communication skills. - Ability to manage multiple projects and deadlines simultaneously. - Comfortable working in a remote, globally distributed team environment. - Proficiency with Microsoft Office, including Excel, PowerPoint, Word, Outlook, and Teams. - Comfortable working on a Windows-based PC. - Proficiency with Google Workspace, including Google Drive, Docs, Sheets, and Slides. - Strong attention to detail and problem-solving skills. - Ability to travel within Japan and occasionally internationally. Preferred - Existing network of event venues, production partners, and suppliers within Japan. - Experience supporting multinational organizations and global event programs. - Familiarity with virtual and hybrid event technologies. - Experience managing budgets, vendor negotiations, and contracts. - CMP, PMP, or similar certification. Ideal Candidate Profile - Independent contractor, consultant, or freelance event professional preferred. - Comfortable representing Ivory directly with customers, partners, and suppliers. - Self-motivated and capable of working independently while collaborating with a global team. - Strong relationship builder with a customer-first mindset. - Passionate about delivering exceptional experiences and flawless execution. - Able to provide local market expertise while supporting global customer objectives. If you are a bilingual event professional with strong client management skills, local market expertise, and a passion for creating exceptional customer experiences, we encourage you to apply.