PROJECT SAGE IS HIRING
Interim Trade Secrets Project Manager
Location: Lakeville, CT | Part-Time, Non-Exempt (29 hours/week)
JOB DESCRIPTION
Who We Are
Project SAGE is a domestic violence prevention education agency in northwest Connecticut. Our mission is to create social change by challenging attitudes and beliefs about power, control, and gender norms. We envision a world where everyone can be themselves, have healthy relationships, and live free from interpersonal relationship violence. We are a compassionate, committed team working toward a safer, more just future.
Trade Secrets is Project SAGE’s nationally acclaimed signature fundraiser. Taking place May 15–16, 2027, Trade Secrets is an annual two-day garden event, including garden tours at various locations in the Northwest Corner on Saturday and a rare plant and garden antiques sale at Lime Rock Park in Lakeville, CT on Sunday. Trade Secrets has over 3000 attendees a year. The event brings together garden lovers, vendors, volunteers, underwriters, sponsors, community members, and Project SAGE supporters in support of the agency’s mission. Find out more at https://www.tradesecretsct.com/
Who You Are
As the Interim Trade Secrets Project Manager, you are the person who keeps a complex, beloved, multi-layered event moving with clarity, steadiness, and care. You are highly organized, calm under pressure, and able to see how many moving pieces fit together — timelines, vendors, gardens, volunteers, committees, staff roles, communications, budgets, and event-week logistics.
You are comfortable working in a small, mission-driven organization where collaboration, flexibility, and follow-through matter. You know how to keep people informed without overwhelming them, clarify who owns what, and move work forward when deadlines, details, and personalities are all in motion at once. You are a strong project manager and a thoughtful relationship builder, able to work with staff, volunteers, vendors, committee members, garden hosts, contractors, and community partners with kindness, professionalism and good judgment.
You bring both structure and warmth to your work. You appreciate beauty, hospitality, and community gathering, and you understand that Trade Secrets is not only a fundraising event, but also a community building event that is a highly visible expression of Project SAGE’s mission, relationships, and reputation. You are dependable, detail-oriented, and energized by the challenge of helping a meaningful event run well.
What You Will Do
Reporting to the Executive Director, the Interim Trade Secrets Project Manager will work in close partnership with the Development Manager on Trade Secrets planning, priorities, project management, and day-to-day coordination. This is an on-site temporary, part-time, non-exempt position of up to 29 hours/week, with the heaviest workload expected from March through May. During non-peak times, any hours above the approved schedule must be authorized in advance. Schedule shifts and increased availability will be required during peak planning periods, setup week, and event weekend. There is some opportunity for remote work.
Project Management & Coordination (~20%)
Manage the master Trade Secrets timeline, task trackers, planning calendar, and project management systems. Maintain clear documentation of decisions, deadlines, assignments, logistics plans, vendor details, and recommendations for future Trade Secrets planning. Use Project SAGE-approved project management, file storage, and communication systems to keep event information current, accessible, and organized. Systems in use include Asana and Microsoft 365. Track event-related vendor costs and logistical expenses in coordination with Development and Operations. Schedule and facilitate regular weekly/bi-monthly Trade Secrets planning and update meetings with relevant staff, contractors, and volunteer leads to ensure all areas are on track.
Staff, Committee & Contractor Coordination (20%)
Coordinate directly with designated staff leads, committees, external contractors, event vendors, the Garden Committee, and external ticketing/box office support. Liaise with staff, committees, vendors, garden hosts, external contractors, and other stakeholders to ensure details are clear, current, and moving forward. Coordinate and oversee limited external contractors or temporary support, including marketing, volunteer coordination, paid event staff, or other approved support.
Development & Organizational Coordination (10%)
Coordinate with the Development Manager on budget, approvals, revenue-related logistics, underwriting events, sponsor and donor experience needs, Annual Guide deadlines, and major decision points. Coordinate with the Executive Director on high-level strategy, organizational priorities, sensitive concerns, and final escalation items.
Event Logistics, Vendors & Site Planning (25%)
Coordinate all weekend event related vendor communications, logistics and administration, primarily around purchasing items needed for event and site rental + needs (~10 vendors). Assist in rare plant and garden antiques event vendor-related administration and logistical planning with Operations, including contract tracking, deliverables, registration materials, setup needs, site plans, vendor communications, and event-week support (~50 vendors). Participate in garden tour, vendor and Lime Rock Park site visits as needed to confirm logistics, parking, access, signage, flow, setup, and vendor needs. Manage event setup, tear-down, and logistical follow-up processes.
Cross-Functional Event Support (15%)
Coordinate with Community Engagement on volunteer logistics, tabling needs, community-facing engagement, and day-of volunteer flow. Coordinate with Marketing on accurate event details, deadlines, schedule updates, garden logistics, vendor information, public-facing communications, and marketing contractor needs. Coordinate with the Garden Committee on garden logistics, host and captain communication, site needs, parking plans, signage, and day-of flow. Coordinate with Operations on purchasing, supplies, payment coordination, materials preparation, shipping, transport, and office-side logistics. Coordinate with Development on box office and customer support around tickets and ticketing issues.
Event Readiness & Follow-Up (10%)
Participate fully in set up week and event weekend as main point of contact. Confirm readiness for garden tours, vendor needs, volunteer logistics, signage, parking, supplies, host sites, ticketing/check-in, and event weekend flow. Ensure smoothness of event weekend, problem solving as needed. Participate in post-event debriefs and provide recommendations for future planning.
What You Will Bring
We are looking for someone who has the following skills and experience:
Project Management & Organization: Excellent project management skills, with strong attention to detail and the ability to manage multiple timelines, vendors, committees, contractors, and event details across departments.
Communication & Follow-Through: Clear, consistent communicator who keeps stakeholders informed, clarifies responsibilities, and follows up reliably.
Documentation & Systems: Highly organized and able to maintain accurate documentation, files, project trackers, event records, vendor notes, and planning materials.
Collaborative Leadership: Comfortable coordinating cross-functional work while respecting departmental lanes and decision-making authority.
Problem Solving & Judgment: Seasoned problem solver who can navigate high-energy situations with calm, discretion, flexibility, and professionalism.
Mission Alignment: Enthusiasm for working with a small, mission-driven team and supporting an event that advances Project SAGE’s work in the community.
Creativity & Event Sensibility: Resilient, adaptable, and creative, with an appreciation for beauty, aesthetics, hospitality, and mission-centered community gathering.
Relevant Experience: 5+ years’ experience in event management, project management, nonprofit event coordination, hospitality, theatre producing or another related field preferred.
Education: Bachelor’s degree or equivalent experience; a focus on event management, hospitality management, nonprofit management, project management, public relations, marketing, communications, or business is a plus.
Stakeholder Coordination: Demonstrated success managing complex timelines, vendors, logistics, budgets, and multi-stakeholder projects. Experience coordinating large-scale events with multiple internal departments, external vendors, committees, volunteers, and day-of logistics preferred.
Contractor or Volunteer Oversight: Experience overseeing contractors, temporary staff, or volunteer teams preferred.
Fundraising or Nonprofit Events: Experience with fundraising events, donor-facing events, or nonprofit community events preferred.
Special Requirements
Maintain client confidentiality subject to Project SAGE’s confidentiality and mandatory reporting policies and the provisions of CGS 52-146k privileged communications between domestic violence counselors and victims.
Willingness to work occasional evenings or weekends for committee meetings, site visits, setup, and event weekend responsibilities.
Willingness to drive for agency-related reasons, which requires a valid driver’s license and insurance. Mileage will be reimbursed according to agency policy.
Ability to respond to emails and texts within 24 hours during the regular work week, with more immediate responsiveness required leading up to and during event week.
Physical Expectations
Ability to sit or stand at a desk for extended periods and move around the office and event sites.
Ability to participate in physical activities related to event planning, including lifting boxes of materials and moving event items.
We are happy to make reasonable accommodations for qualified candidates with disabilities.
We Offer
Compensation: $40–$45/hour (~$45,000-$55,000), commensurate with experience, competencies, and skillset. There are no benefits associated with this position. Unpaid time off will be negotiated upon hire. Sick time will be accrued.
Schedule: Temporary, part-time, non-exempt position, generally up to 29 hours/week, from approximately mid-September/October 2026 through June 30, 2027. The heaviest workload is expected from March through May, with increased availability required during setup week and event weekend.
Benefits: Generous annual Paid Time Off, Sick and Wellness days, federal paid holidays, retirement plan
Meaningful Work: An opportunity to support Project SAGE’s signature fundraising event and help sustain services for survivors, youth, families, and the broader community.
Supportive Culture: A workplace rooted in compassion, collaboration, inclusion, and courage — where your work is valued, and your contribution matters.
How to Apply
Please send your resume and a brief cover letter to careers@project-sage.org with the subject: Interim Trade Secrets Project Manager
Applications will be reviewed on a rolling basis. We encourage you to apply even if you don’t meet every single qualification. If you’re enthusiastic about the role and our mission, we want to hear from you!
Project SAGE is an Equal Opportunity Employer.
We celebrate diversity and are committed to creating an inclusive environment for all.