B Line Events, External Role Review Copy

Role Clarity Summary

Role Boards11 role-level boards

Chart OrderLeadership, department, delivery, support

Seat HoldersDetails omitted in external copy

OKR DetailsNames and links omitted in external copy

Summary view of all role-level Clarity Boards. Select a role to open its full board. This external copy omits current seat-holder names, named OKR links, and the VTO / Leadership Hub link.

Leadership seats

The chart places the Founder / Visionary above the COO / Integrator.

Founder / Visionary

Role overview, reviewed by leadership

Current role priority

Details omitted in external copyCRM Nurture Automation

COO / Integrator

Role overview, reviewed by leadership

Current role priority

Details omitted in external copyCanonical Shared Drive System for Codex

Department leads

The chart shows Event Operations and Sales / Business Development as the next leadership layer.

VP Event Operations

Role overview, reviewed by leadership

Current role priority

Details omitted in external copyPM Utilization Dashboard

Business Development Manager

Role overview, reviewed by leadership

Current role priority

Details omitted in external copySOW + Sales Deck Automation

Event delivery team

The chart runs from senior project leadership through project management, sourcing, and associate support.

Senior Project Manager II, Events

Role overview, reviewed by leadership

Current role priority

Details omitted in external copyPost-Event Close-Out Checklist Enhancement

Senior Project Manager, Events

Role overview, reviewed by leadership

Current role priority

Details omitted in external copyVendor Follow-Up Gmail Automation

Project Manager, Events

Role overview, reviewed by leadership

Current role priorities

Details omitted in external copyClient Debrief Summary Prompt

Details omitted in external copyClient Planning Call Prep and Agenda Creation

Details omitted in external copyVendor Contract Data Extraction

Sourcing Project Manager

Role overview, reviewed by leadership

Current role priority

Details omitted in external copySwoogo Training and Site Build

Associate Project Manager, Events

Role overview, reviewed by leadership

Current role priority

Details omitted in external copyCase Study Slide Automation

Business and administrative support

These support seats sit below the operating leadership layer in the chart.

Virtual Admin + Sales Assistant

Role overview, reviewed by leadership

Current role priority

Details omitted in external copySwoogo Training and Site Build

Administrative Operations and Systems Manager

Role overview, reviewed by leadership

Current role priority

Details omitted in external copyProject Setup Automation

B Line Events, Role Clarity Board

Founder / Visionary

Current Seat HolderDetails omitted in external copy

Reports ToOwner seat; works in partnership with the COO / Integrator

EscalationsGovernance, legal, financial, or ownership advisors as appropriate

StatusRole overview, reviewed by leadership

Overview

This role-level Clarity Board is the shared overview for anyone filling the Founder / Visionary seat. It defines the role standard; the current seat-holder is changeable metadata.

Primary focusVision, culture, relationships

Creates direction and opportunity.

Operating partnerCOO / Integrator

Maintains Visionary–Integrator alignment.

Planning rhythmWeekly, quarterly, annual

Uses EOS forums to set and refresh direction.

Role Purpose

Sets B Line Events' long-range direction, protects the culture, identifies growth opportunities, builds strategic industry relationships, and brings the ideas and major opportunities that move the company forward. The Visionary stays closely aligned with the COO / Integrator so ideas become prioritized, executable plans.

Four Core Accountabilities

Clear company vision

Leadership understands the future direction, priorities, market position, and opportunities B Line will pursue.

Strategic growth

New ideas, major relationships, partnerships, and large opportunities are introduced and advanced.

Healthy culture

The founder models and reinforces B Line's values, standards, and relationship-centered culture.

Visionary–Integrator alignment

Ideas and decisions are filtered with the COO into sequenced plans with owners and boundaries.

Supporting Outcomes

Major-deal support

The founder participates where relationships, credibility, or judgment materially improve the likelihood of winning the right work.

Sound ownership decisions

Material investments, risk, succession, and long-range financial choices receive appropriate owner-level judgment.

KPI Scorecard

These measures define success for the role and should be reviewed through the stated operating cadence.

KPI	Measured Through	Target Or Standard	Control
Strategic Ideas Advanced	L10 or Same-Page decision log	Priority ideas are presented, decided, and either assigned, parked, or declined.	Strong
Culture Stewardship	Quarterly and annual team feedback	Core values and desired culture are consistently modeled and reinforced.	Strong
Industry Relationships	CRM and relationship review	Priority relationships and partnerships remain active and produce learning, referrals, or opportunity.	Strong
Major Opportunities	Sales scorecard and CRM	Founder-supported opportunities have clear next steps, ownership, and outcomes.	Shared
Visionary–Integrator Alignment	Same-Page action and decision log	Material ideas, tensions, and priorities are resolved before they create organizational churn.	Shared
Company Direction	V/TO, annual plan, and quarterly Rocks	The leadership team operates from a current, coherent company direction.	Shared

Current Role Priorities

These time-bound priorities belong to the named current seat-holder. They do not permanently redefine the role. Each remains a draft until the stated review or approval is complete.

Founder / Visionary · Q3 Rock due October 28, 2026CRM Nurture Automation

Create a review-first CRM nurture workflow that uses verified relationship history to draft personalized follow-up, maintain next actions, and increase consistent outreach without losing Founder / Visionary's voice or judgment.

Key Results

Define the pilot audience, nurture stages, approved source systems, message categories, and human-review rules.
Build a workflow that assembles relevant CRM and communication context, drafts a personalized follow-up, and proposes the next reminder without auto-sending.
Test the workflow on a controlled set of active and dormant relationships and verify accuracy, relevance, tone, and correct next actions.
Measure preparation time, completed follow-ups, response activity, and data-quality exceptions during the pilot.
Document the approved workflow, exception handling, ownership, and rollout recommendation before expanding volume or adding tools.

Status: Active Q3 Rock; detailed pilot scope and tool choices need confirmation

Current priority details omitted from external copy.

Meetings

The role comes prepared with current evidence, decisions needed, risks, and next steps appropriate to each forum.

Meeting	Cadence	Purpose and Preparation	Role	KPIs To Map
Same-Page Meeting With COO / Integrator	Weekly or as needed	Resolve priorities, ideas, tensions, ownership, decisions, and messages that need to cascade.	Co-lead and decision-maker	Strategic priorities, decisions, company risks
Leadership L10	Weekly	Review the scorecard, Rocks, headlines, to-dos, and IDS the highest-priority issues.	Visionary and leadership-team member	Company scorecard, Rocks, major issues
Sales Review	Weekly	Review major opportunities, pipeline movement, relationship strategy, proposals, and decisions requiring founder involvement.	Strategic sales contributor	Pipeline, major deals, relationship actions
Finance / Ownership Review	Monthly or quarterly	Review company performance, material investments, risk, and owner-level financial decisions.	Owner and approver	Revenue, profitability, cash, major commitments
Quarterly EOS Planning	Quarterly	Evaluate the prior quarter, refresh priorities, and set Rocks.	Visionary and decision-maker	Scorecard trends, Rocks, people, issues
Annual Planning Retreat	Annual	Refresh long-range vision, annual goals, market focus, and organizational priorities.	Visionary and owner	Annual results and future direction

Processes and RACI

The RACI level describes the role's normal accountability. Project-specific assignments may narrow the scope but should not create unclear ownership.

Process	RACI	Frequency	Primary Systems	Expected Output
Company Vision and Strategy	Accountable	Quarterly and annual	EOS V/TO, scorecards, planning materials	Clear direction, priorities, market focus, and owner decisions
Strategic Growth and R&D	Responsible	Ongoing	Asana, Drive, industry research, CRM	Evaluated ideas and qualified strategic opportunities
Culture Stewardship	Accountable	Ongoing	Team meetings, quarterly planning, people systems	Visible reinforcement of values and standards
Major Relationship Development	Responsible	Ongoing	Zoho CRM, LinkedIn, Gmail, Calendar	Active strategic relationships and next steps
High-Value Sales Support	Responsible or Consulted	As needed	Zoho CRM, proposals, budgets, SOWs, meeting notes	Relationship leverage, decisions, and a clean handoff
Visionary–Integrator Alignment	Accountable with COO	Weekly	Same-Page agenda, decision log, Asana	Prioritized ideas, resolved issues, and clear ownership
Ownership and Governance	Accountable	As needed	Finance reports, legal files, advisor materials	Sound owner-level decisions and documented approvals

People and Systems

Key People To Meet

Person Or Group	Why They Matter	First Conversation
COO / Integrator, COO / Integrator	Translates vision into executable plans and owns cross-functional follow-through.	Establish Same-Page rules, decision rights, communication boundaries, and the idea-filtering process.
VP Event Operations, VP Event Operations	Connects strategy to delivery capacity, quality, staffing, and client execution.	Understand delivery constraints, quality standards, and where founder involvement helps or disrupts execution.
Business Development Manager, Business Development Manager	Owns day-to-day business-development execution and pipeline discipline.	Clarify sales lanes, major-deal involvement, relationship handoffs, and CRM expectations.
Finance and accounting partners	Provide financial reporting, forecasting, risk visibility, and decision support.	Review reporting rhythm, material thresholds, and owner approvals.
EOS Implementer or leadership advisor	Supports leadership discipline, quarterly planning, and Visionary–Integrator effectiveness.	Confirm planning rhythm, issue-solving expectations, and governance boundaries.
Leadership team	Turns the company vision into aligned functional execution.	Share the vision, listen to operational realities, and agree how priorities will be communicated.

Systems To Learn First

Priority	System	Role Use	Onboarding Check
1	EOS V/TO and L10 system	Vision, annual goals, Rocks, scorecards, issues, and accountability.	Can explain the current direction and use IDS without bypassing ownership.
2	Zoho CRM	Strategic relationships, major opportunities, pipeline context, and handoffs.	Can find the current relationship history and document next steps.
3	Asana	Assigned strategic actions, Rocks, decisions, and delegated follow-through.	Uses Asana for commitments without becoming the default task administrator.
4	Google Workspace	Plans, financial summaries, proposals, presentations, and shared company records.	Can locate current approved materials without disrupting folder governance.
5	Gmail, Calendar, and Slack	External relationships, scheduling, and internal communication.	Uses the correct channel and documents decisions where the team can act on them.
6	Finance reporting	Revenue, profitability, cash, forecasts, and material commitments.	Understands the reporting cadence and owner-level approval thresholds.
7	ChatGPT, Codex, and Claude	Research, drafting, synthesis, analysis, automation, and approved role workflows.	Uses the right tool, verifies outputs, protects confidential information, and follows human approval rules.

First 30 Days

Timing	Focus	Expected Evidence
Day 1	Review the V/TO, accountability chart, current annual plan, and Visionary–Integrator working agreement.	Can explain the company direction and decision boundaries.
Week 1	Meet the COO, leadership team, Business Development, Event Operations, and finance partners.	Understands functional ownership and where founder involvement adds value.
Weeks 2–3	Review top relationships, current major opportunities, company risks, and upcoming planning decisions.	A prioritized relationship and decision list with owners.
By Day 30	Demonstrate the Same-Page rhythm and idea-filtering discipline.	Leadership sees clear priorities without avoidable operational churn.

Career Progression

This is an owner-level seat rather than a conventional promotion step. Development centers on stronger governance, succession readiness, strategic focus, relationship leverage, and effective delegation to the COO / Integrator and functional leaders.

Printable Summary

Role Summary

First Priorities When Entering The Role

Learn the current company vision, annual goals, Rocks, and scorecard.
Establish a disciplined Same-Page relationship with the COO / Integrator.
Understand functional ownership before entering day-to-day execution.
Review the highest-value relationships, opportunities, and risks.
Use the EOS idea and issue process so priorities remain stable and executable.

Primary Sources

Accountability Chart
Role/Performance Benchmarks
Founder / Visionary individual Clarityboard, March 2026

B Line Events, Role Clarity Board

COO / Integrator

Current Seat HolderDetails omitted in external copy

Reports ToFounder / Visionary, Founder / Visionary

EscalationsFounder / Visionary; outside finance, HR, or legal partners as needed

StatusRole overview, reviewed by leadership

Overview

This role-level Clarity Board is the shared overview for anyone filling the COO / Integrator seat. It defines the role standard; the current seat-holder is changeable metadata.

Operating scopeCompany-wide

Integrates every major business function.

Core systemEOS

Runs scorecards, Rocks, L10s, and accountability.

Primary partnerFounder / Visionary

Maintains Same-Page alignment.

Role Purpose

Translates the founder's vision into executable plans and serves as B Line Events' cross-functional operating backbone. The COO / Integrator aligns Event Operations, Sales, Finance, people, systems, and strategic initiatives while maintaining accountability, financial visibility, and organizational follow-through.

Four Core Accountabilities

Company operating performance

Revenue, profitability, cash risk, and operational exceptions are understood and acted on.

Leadership and accountability

Owners, due dates, evidence, decisions, and escalation paths remain clear across functions.

Strategic execution

Rocks, OKRs, Gantt milestones, and special projects move from idea to completed outcome.

Sales and delivery integration

Sales commitments can be delivered profitably with clean handoffs, appropriate capacity, and clear ownership.

Supporting Outcomes

Sustainable systems

Core processes are documented, adopted, reviewed, and do not depend unnecessarily on the COO.

Responsible technology adoption

Systems and AI-enabled workflows improve speed or quality while preserving review, privacy, and authority boundaries.

KPI Scorecard

These measures define success for the role and should be reviewed through the stated operating cadence.

KPI	Measured Through	Target Or Standard	Control
Company Health	Company scorecard and finance reporting	Revenue, profitability, cash risk, and major exceptions are decision-ready.	Strong
Strategic Execution	Rock, OKR, and project trackers	Priorities have owners, definitions of done, evidence, and timely escalation.	Strong
Leadership Accountability	L10 and one-on-one follow-through	Decisions and commitments close without repeated chasing.	Strong
Sales Effectiveness	Zoho CRM and sales scorecard	Pipeline, proposals, rebookings, forecast, and CRM follow-through are visible.	Shared
Delivery Health	Event Operations scorecard and capacity plan	Capacity, project risk, client outcomes, and profitability are visible.	Shared
Process Adoption	Training records and 30-day checks	Documented processes are used consistently after rollout.	Strong
System and Automation Value	Pilot notes, QA, and approved metrics	Tools produce measurable value with appropriate human review.	Strong

Current Role Priorities

These time-bound priorities belong to the named current seat-holder. They do not permanently redefine the role. Each remains a draft until the stated review or approval is complete.

COO / Integrator · Q3 Rock due October 28, 2026Canonical Shared Drive System for Codex

Build, document, and validate a shared Google Drive canonical system that gives approved Codex operators consistent company context while preserving human approval, version control, and sensitive-information boundaries.

Key Results

Approve the pilot boundary, second operator, five to ten non-sensitive files, exclusions, owners, and approvers.
Implement and document the Proposed, Needs Review, Approved Canonical, and Archive structure with one clearly current file per topic.
Configure permissions so operators can submit proposals but cannot bypass approval or overwrite approved canonical content.
Run and pass current-file, superseded-file, routing, conflict, missing-source, and sensitive-content retrieval tests for COO / Integrator and the second operator.
Complete one proposal-to-approval cycle and confirm both operators retrieve the same updated canonical version.
Run the bounded pilot, track quality and governance metrics, and make a documented keep, revise, expand, or stop decision.

Status: Active Q3 Rock; draft system guide exists and implementation remains governed

Current priority details omitted from external copy.

Meetings

The role comes prepared with current evidence, decisions needed, risks, and next steps appropriate to each forum.

Meeting	Cadence	Purpose and Preparation	Role	KPIs To Map
Same-Page Meeting With Founder	Weekly or as needed	Resolve priorities, decisions, tensions, and strategic translation.	Co-lead / Integrator	Decisions, Rocks, financial and people issues
Leadership L10	Weekly	Run the EOS scorecard, Rock, to-do, headline, and IDS rhythm.	Lead	Company scorecard, Rocks, issues, commitments
Event Operations 1on1	Weekly	Review capacity, project health, client outcomes, team issues, and operating decisions.	Manager / operating partner	Delivery, capacity, profitability, people
Sales Meeting	Weekly	Review pipeline movement, proposals, rebookings, CRM discipline, and blockers.	Lead / integrator	Pipeline, forecast, sales activity, decisions
Finance Call	Weekly	Review P&L, cash, AR/AP, invoicing, project profitability, and exceptions.	Lead	Financial performance and decisions
Quarterly Leadership Planning	Quarterly	Review results, solve issues, and set the next quarter's priorities.	Lead / facilitator	Scorecards, Rocks, capacity, team health

Processes and RACI

The RACI level describes the role's normal accountability. Project-specific assignments may narrow the scope but should not create unclear ownership.

Process	RACI	Frequency	Primary Systems	Expected Output
Company Planning and EOS	Accountable and Responsible	Weekly, quarterly, annual	EOS tools, Asana, scorecards, Drive	Aligned plan, Rocks, owners, and issue resolution
Cross-Functional Leadership	Accountable	Ongoing	L10s, one-on-ones, Asana, Slack	Clear priorities, decisions, ownership, and follow-through
Finance and Performance	Accountable	Weekly and monthly	Finance reports, QuickBooks outputs, budgets, scorecards	Decision-ready financial visibility and action
Sales and Growth Integration	Accountable	Weekly	Zoho CRM, sales dashboards, proposals, rebooking tracker	Reliable pipeline visibility and aligned sales execution
Event Delivery Oversight	Consulted and escalation support	Weekly and as needed	Event Operations scorecard, Asana, capacity plan	Early risk resolution and profitable delivery
People and Role Design	Accountable	Ongoing	Accountability chart, scorecards, HR systems	Right seats, clear expectations, and managed performance
Systems, Process, and Automation	Accountable	Monthly and per initiative	Asana, Zoho, Google Workspace, approved AI tools	Adopted, governed systems with measurable value

People and Systems

Key People To Meet

Person Or Group	Why They Matter	First Conversation
Founder / Visionary, Founder / Visionary	Sets vision, culture, relationships, and owner-level direction.	Establish Same-Page rules, decision rights, idea filtering, and communication boundaries.
VP Event Operations, VP Event Operations	Owns event-delivery leadership, quality, capacity, and team performance.	Review the delivery scorecard, escalation thresholds, and staffing decisions.
Business Development Manager, Business Development Manager	Owns business-development execution and sales-to-delivery handoff.	Review pipeline standards, forecast, approval rules, and handoff quality.
Administrative Operations and Systems Manager, Administrative Operations and Systems Manager	Owns core administrative systems, project setup, reporting, and delegated operating support.	Clarify Responsible versus Accountable work and the evidence required for completion.
Finance and accounting partners	Provide reporting, bookkeeping, and financial decision support.	Confirm reporting calendar, definitions, exceptions, and decision thresholds.
HR, legal, and systems partners	Provide specialist execution and risk support.	Confirm escalation pathways, documentation, and approval authority.

Systems To Learn First

Priority	System	Role Use	Onboarding Check
1	EOS and accountability tools	V/TO, L10s, Rocks, scorecards, IDS, and accountability.	Can run the operating rhythm and distinguish issues from actions.
2	Asana	Company priorities, projects, delegated work, owners, deadlines, and evidence.	Can review execution without becoming the default owner of every task.
3	Zoho CRM and Zoho Creator	Sales pipeline, client and event records, workflow, and reporting.	Can assess data quality, pipeline health, and handoff completeness.
4	Google Workspace and Slack	Company documentation, analysis, communication, and collaboration.	Can locate source-of-truth files and use the correct communication channel.
5	Finance reporting and QuickBooks outputs	P&L, cash, AR/AP, budgets, profitability, and forecasts.	Can interpret exceptions and assign decisions or follow-through.
6	ChatGPT, Codex, and Claude	Research, preparation, drafting, analysis, workflow support, and controlled automation.	Applies privacy, human-review, and go-live boundaries.

First 30 Days

Timing	Focus	Expected Evidence
Day 1	Review the V/TO, accountability chart, annual plan, scorecards, financial reporting, and active priorities.	Can explain the operating model and current priorities.
Week 1	Meet the Founder, functional leaders, finance, HR, and key system partners.	Understands ownership, reporting rhythms, and escalation routes.
Weeks 2–3	Run or shadow L10, sales, operations, finance, and key one-on-one cadences.	Produces clear decisions, owners, dates, and evidence expectations.
By Day 30	Demonstrate cross-functional integration and a reliable accountability loop.	Leadership priorities move with fewer unclear owners or hidden blockers.

Career Progression

This is a senior enterprise leadership seat. Growth centers on stronger strategic leverage, succession planning, executive-team development, scalable operating systems, and the ability to reduce dependence on the Integrator without losing accountability.

Printable Summary

Role Summary

First Priorities When Entering The Role

Learn the company plan, financial model, scorecards, and accountability chart.
Establish Same-Page alignment with the Founder / Visionary.
Confirm functional ownership, decision rights, and escalation thresholds.
Assess sales, delivery, finance, people, and system health using reliable evidence.
Create a visible operating cadence that converts decisions into completed outcomes.

Primary Sources

Accountability Chart
Role/Performance Benchmarks
COO ClarityBoard 2.0
COO Role Master Prompt

B Line Events, Role Clarity Board

VP Event Operations

Current Seat HolderDetails omitted in external copy

Reports ToCOO / Integrator, COO / Integrator

EscalationsCOO / Integrator; Founder for material client or strategic issues

StatusRole overview, reviewed by leadership

Overview

This role-level Clarity Board is the shared overview for anyone filling the VP Event Operations seat. It defines the role standard; the current seat-holder is changeable metadata.

Team scopeEvent Operations

Leads the project-management and delivery function.

Quality ownershipAll events

Accountable for delivery outcomes and quality control.

Planning partnerCOO / Integrator

Aligns scope, pricing, capacity, and priorities.

Role Purpose

Owns the performance, quality, capacity, and development of B Line Events' delivery organization. The VP Event Operations assigns project teams, protects delivery standards and profitability, develops people and processes, and resolves issues that cross projects or exceed a Project Manager's authority. The role also manages the Event Operations team's OKRs and Rocks, keeps owners accountable for milestones and deliverables, and escalates risks before commitments slip.

Four Core Accountabilities

Excellent delivery

Events meet contracted scope, quality, timeline, budget, and client expectations.

Healthy capacity

Projects are staffed according to complexity, availability, skill, and development needs.

Strong event team

Project Managers receive clear expectations, coaching, training, and accountability.

Financial performance

Event Operations protects project profitability and understands material variance.

Supporting Outcomes

Consistent processes

Core delivery standards, templates, handoffs, and closeout practices are documented and adopted.

Effective escalation

Client, vendor, staffing, budget, and delivery risks are resolved early at the appropriate level.

OKR and Rock delivery

Each direct report's OKRs and Rocks have clear outcomes, owners, milestones, evidence, and timely accountability.

KPI Scorecard

These measures define success for the role and should be reviewed through the stated operating cadence.

KPI	Measured Through	Target Or Standard	Control
Client Experience	Client feedback and survey	Consistently strong client outcomes across the portfolio.	Shared
Event Quality	Event Operations scorecard and debriefs	Projects meet B Line execution and quality standards.	Strong
Capacity and Staffing	Capacity plan and Asana assignments	Projects have appropriate lead, support, contractor, and specialist coverage.	Strong
Project Profitability	Budgets, closeouts, and P&L reporting	Material variance is understood, escalated, and addressed.	Shared
Timeline Health	Asana portfolio view	Critical deadlines and overdue work are visible and actively managed.	Strong
Team Performance	One-on-ones, reviews, training completion	Team members receive feedback, development, and clear accountability.	Strong
Process Adoption	Training and 30-day checks	Approved delivery processes are consistently used.	Strong
Team OKR and Rock Delivery	Asana, Rock and OKR trackers, and one-on-ones	Milestones, evidence, risks, and deliverables remain current; missed commitments are addressed promptly.	Strong

Current Role Priorities

These time-bound priorities belong to the named current seat-holder. They do not permanently redefine the role. Each remains a draft until the stated review or approval is complete.

VP Event Operations · Q3 Rock due October 28, 2026PM Utilization Dashboard

Build a decision-ready PM utilization dashboard that combines capacity, allocation, project load, and risk signals so Event Operations can make earlier staffing and workload decisions.

Key Results

Define the approved utilization formula, data sources, role-capacity assumptions, and refresh cadence.
Create a dashboard view showing each PM's assigned work, utilization or allocation, near-term capacity, and material project-risk signals.
Validate the dashboard against current staffing knowledge and resolve material discrepancies before using it for decisions.
Use the dashboard in at least three weekly operating reviews and document staffing, workload, or escalation decisions it improved.
Publish ownership, refresh, exception, and data-quality instructions so the dashboard remains reliable without manual reconstruction.

Status: Active Q3 Rock; Asana notes a possible push, so final scope and timing need confirmation

Current priority details omitted from external copy.

Meetings

The role comes prepared with current evidence, decisions needed, risks, and next steps appropriate to each forum.

Meeting	Cadence	Purpose and Preparation	Role	KPIs To Map
1on1 With COO	Weekly	Review portfolio health, capacity, financial exceptions, client risks, people issues, and decisions.	Event Operations lead	Capacity, delivery, profitability, people
Weekly Team Meeting	Weekly	Share wins, portfolio updates, staffing needs, and issues to IDS.	Event Operations leader	Project health, team priorities, issues
Project Portfolio / Staffing Review	Weekly	Assign teams and rebalance work based on complexity, timing, and capacity.	Lead and decision-maker	Capacity, milestones, staffing risks
Project Escalation Meeting	As needed	Resolve scope, client, vendor, budget, staffing, or quality issues.	Accountable leader	Risk, variance, decisions
Quarterly Team Meeting	Quarterly	Contribute, learn, reinforce standards, and IDS systemic issues.	Leader and facilitator	Team results, learning, priorities
Quarterly Leadership Planning	Quarterly	Represent delivery performance, capacity, financial needs, and Rocks.	Leadership-team member	Company and Event Operations scorecards
Direct Report 1on1s	Monthly	Review performance, workload, development, support needs, OKRs, Rocks, milestones, blockers, and deliverable accountability.	Manager and accountability owner	Team performance, OKRs, Rocks, and deliverables

Processes and RACI

The RACI level describes the role's normal accountability. Project-specific assignments may narrow the scope but should not create unclear ownership.

Process	RACI	Frequency	Primary Systems	Expected Output
Sales To Delivery Handoff	Accountable	Per sold project	Zoho CRM, SOW, budget, Asana, Drive	Executable scope, assigned team, risks, and kickoff readiness
Project Assignment and Capacity	Accountable and Responsible	Weekly	Asana, capacity plan, project pipeline	Balanced staffing and visible future capacity
Delivery Quality Oversight	Accountable	Weekly and per event	Portfolio view, project plans, budgets, debriefs	Consistent quality and early corrective action
Event Team Leadership	Accountable	Weekly and quarterly	One-on-ones, scorecards, reviews, training	Clear expectations, coaching, and performance follow-through
Scope and Pricing Support	Responsible with COO	Per proposal	Proposal, budget, historical project data	Deliverable, profitable scope and staffing model
Project Profitability	Accountable with COO	Monthly and per closeout	Budgets, invoices, finance reporting	Visible margin, explained variance, and corrective action
Process and Technology Improvement	Accountable	Quarterly and per initiative	Asana, Drive, event platforms, approved AI tools	Tested and adopted improvements with training
Team OKRs and Rocks	Accountable	Weekly monitoring and quarterly planning	Asana, L10, one-on-one notes, OKR and Rock trackers	Clear ownership, current evidence, early escalation, and completed deliverables

People and Systems

Key People To Meet

Person Or Group	Why They Matter	First Conversation
COO / Integrator, COO / Integrator	Direct manager and cross-functional operating partner.	Review scorecards, financial expectations, decision rights, and escalation thresholds.
Event Project Management team	Executes planning, client communication, budgets, logistics, onsite delivery, and closeout.	Understand strengths, workload, development needs, and active-project risks.
Business Development Manager, Business Development Manager	Owns sales context and the sales-to-delivery handoff.	Agree what must be complete before project assignment and kickoff.
Administrative Operations and Systems Manager, Administrative Operations and Systems Manager	Supports project setup, systems, reporting, contracts, and administrative handoffs.	Clarify setup standards, systems ownership, and completion evidence.
Sourcing Project Manager, Sourcing Project Manager	Owns sourcing and housing expertise and handoffs.	Clarify sourcing ownership, contract review, and transition to planning.
Finance and accounting partners	Provide budget, invoicing, profitability, and closeout support.	Agree reporting rhythm, thresholds, and issue routing.
Founder / Visionary, Founder / Visionary	Provides strategic or relationship support for material client situations.	Clarify when founder involvement is useful and who owns follow-through.

Systems To Learn First

Priority	System	Role Use	Onboarding Check
1	Asana and capacity planning	Portfolio visibility, staffing, milestones, deadlines, and accountability.	Can assess portfolio health and rebalance ownership.
2	Google Drive and Workspace	Project files, budgets, decks, schedules, standards, and reporting.	Can locate approved templates and audit project readiness.
3	Zoho CRM and Zoho Creator	Sold scope, client context, event records, and handoff data.	Can verify handoff completeness and project setup.
4	Budget and finance reporting	Project budgets, vendor costs, closeouts, and profitability.	Can identify variance and route financial decisions.
5	Event platforms	Cvent, Swoogo, Eventbrite, onsite registration, diagram, and production tools.	Understands ownership, capability, and risk for each platform.
6	Gmail, Slack, Calendar, and meeting capture	Communication, cadence, escalation, and decision records.	Can maintain clean information flow and documented decisions.
7	ChatGPT, Codex, and Claude	Research, drafting, synthesis, analysis, automation, and approved role workflows.	Uses the right tool, verifies outputs, protects confidential information, and follows human approval rules.

First 30 Days

Timing	Focus	Expected Evidence
Day 1	Review the accountability chart, delivery scorecard, portfolio, capacity plan, active risks, and meeting calendar.	Can explain team structure, project load, and current priorities.
Week 1	Meet the COO, every Event Operations team member, sales, sourcing, admin systems, and finance partners.	Understands ownership, capabilities, and handoff dependencies.
Weeks 2–3	Review representative projects from handoff through closeout and observe team meetings and one-on-ones.	Identifies standards, recurring risks, and coaching needs.
By Day 30	Lead the portfolio and staffing review and resolve a cross-project issue using defined authority.	Clear decisions, balanced workload, and documented follow-through.

Career Progression

Senior Project Manager II, Events → VP Event Operations → broader operations or COO-track leadership, depending on company design. Advancement beyond this seat requires enterprise judgment, financial fluency, cross-functional leadership, and succession-ready team development.

Printable Summary

Role Summary

First Priorities When Entering The Role

Learn the delivery portfolio, active risks, staffing plan, and profitability expectations.
Meet every Event Operations team member and understand strengths and development needs.
Confirm sales-to-delivery, budget, escalation, and closeout standards.
Establish a reliable portfolio, capacity, and coaching cadence.
Protect client outcomes while building systems that scale beyond any individual PM.

Primary Sources

Accountability Chart
Role/Performance Benchmarks
Event Operations meeting and process evidence

B Line Events, Role Clarity Board

Business Development Manager

Current Seat HolderDetails omitted in external copy

Reports ToCOO / Integrator, COO / Integrator

EscalationsCOO / Integrator for priorities, pricing, workload, approvals, and cross-functional decisions; Founder / Visionary for strategic relationships and selected opportunities

StatusExpanded sales, marketing, and growth-operations role overview, reviewed by leadership

Overview

This role-level Clarity Board is the shared overview for anyone filling the Business Development Manager seat. It defines the role standard; the current seat-holder is changeable metadata.

Pilot length90 days

Review the long-term role structure, goals, and capacity at 30, 60, and 90 days.

Sales allocation50%

Approximately 20% strategic outbound and 30% inbound sales execution.

Marketing and operations50%

Brand-building, sales enablement, automation, content, and reusable systems.

Role Purpose

Supports B Line's revenue growth by converting qualified opportunities, strengthening client and referral relationships, building brand awareness, and creating repeatable sales and marketing systems. The role owns assigned opportunities through qualification, discovery follow-up, proposal and scope development, negotiation, closing, CRM management, and the internal sales-to-delivery handoff. It also manages selected marketing, SDR-partner, sales-enablement, and AI-enabled workflow priorities during the 90-day pilot.

Four Core Accountabilities

Revenue and gross-profit growth

Assigned opportunities convert into profitable new business, with progress toward the $400,000 annual personal gross-profit goal and company revenue goals.

Independent sales execution

Qualified opportunities move from handoff through discovery, proposal, scope, negotiation, close, CRM updates, and internal delivery kickoff.

Healthy pipeline and follow-up

Qualified inbound, outbound, referral, and SDR opportunities have accurate stages, owners, next steps, and timely follow-through.

Brand-to-pipeline activity

Newsletter, LinkedIn and social content, networking, awards, referrals, hosted activity, and relationship follow-up create visibility and qualified opportunity.

Supporting Outcomes

Effective SDR-company management

The external SDR partner produces useful prospect intelligence, qualified meetings, clean handoffs, and measurable pipeline movement.

Scalable sales systems

Proposal, SOW, case-study, content, and automation workflows reduce repetitive work while preserving accuracy, confidentiality, brand alignment, and human review.

Clean sales-to-delivery handoff

Every sold project begins with a complete sales-delivery document, clear scope and commitments, known risks, assigned owners, and an internal kickoff led by the role.

90-Day Pilot Automation Roadmap

Working assumption: August 17-November 13, 2026; review dates if the confirmed start date changes.

Rank	Project	90-Day Output
1	SOW + Sales Deck Automation	Draft reusable flow and first automation prototype.
2	Case Study Library Automation	Create a searchable library structure and first usable case-study retrieval workflow.
3	Website Update Workflow	Document the intake, review, approval, publishing, and update cadence.
4	Newsletter + Brand Building Workflow	Establish a repeatable content-capture, review, and publishing rhythm.

KPI Scorecard

These measures define success for the role and should be reviewed through the stated operating cadence.

KPI	Measured Through	Target Or Standard	Control
Gross Profit Won	Finance reporting and Zoho CRM	$400,000 annual personal gross-profit goal; source and reconciliation cadence confirmed with the COO.	Strong
Proposal-To-Close Rate	CRM and proposal records	Target 43% for qualified proposals.	Strong
Qualified Discovery and Relationship Meetings	Calendar and CRM	Average 3 qualified discovery or relationship-building meetings per week.	Strong
Pipeline Health	Zoho CRM and weekly sales review	Qualified opportunities move stages; stuck deals, reconnects, and next actions remain visible.	Strong
CRM and Follow-Up Quality	Zoho CRM reporting	Owners, stages, notes, SDR handoffs, proposal status, next steps, and overdue follow-ups remain current.	Strong
Brand-To-Pipeline Activity	Marketing calendar, CRM, and channel reporting	Consistent newsletter, social, networking, awards, referrals, warm introductions, and relationship follow-up tied to useful outcomes.	Shared
Systems Built and Time Recovered	Automation tracker and adopted workflow evidence	Ranked pilot workflows move from build and test into documented, adopted use with measured time savings.	Strong
Sales-To-Delivery Handoff	Handoff document and kickoff record	Every sold project has a complete handoff and internal kickoff before delivery begins.	Strong

Current Role Priorities

These time-bound priorities belong to the named current seat-holder. They do not permanently redefine the role. Each remains a draft until the stated review or approval is complete.

Business Development Manager · Rank 1 in the August 17-November 13, 2026 pilot roadmap; milestone dates follow the confirmed start dateSOW + Sales Deck Automation

Build and validate a repeatable proposal-to-close workflow that converts verified discovery or sales-intake information into strong first-draft B Line sales decks and SOWs using approved templates and human review.

Key Results

Choose one controlled intake source for the pilot and document every required input, output field, and missing-data rule.
Generate first-draft decks and SOWs in approved B Line templates with accurate client challenges, solutions, event facts, scope, proof points, and next steps.
Test the workflow on at least three representative opportunities and compare accuracy, completeness, brand fit, and production time with the current manual process.
Have COO / Integrator or the designated sales reviewer approve the quality bar and identify information that always requires human judgment.
Publish the approved workflow with a source-check checklist and self-service usage guide.

Status: Current ranked pilot project; scope and live-use approval remain governed by COO / Integrator

Current priority details omitted from external copy.

Meetings

The role comes prepared with current evidence, decisions needed, risks, and next steps appropriate to each forum.

Meeting	Cadence	Purpose and Preparation	Role	KPIs To Map
Monday All-Hands Team Meeting	Weekly	Share relevant sales, pipeline, newsletter, brand, or business-development updates and raise issues to IDS.	Prepared contributor	Business-development highlights and major updates
Sales Meeting / 1on1 T-E-B	Weekly	Review revenue progress, discovery activity, leads touched, proposals, SOWs, conversion, pipeline movement, blockers, workload allocation, and decisions.	Prepared sales owner	Revenue, pipeline, conversion, follow-up, pilot progress
Pipeline and CRM Self-Review	Weekly async	Review stale deals, overdue follow-ups, record quality, next steps, reconnects, and priority lead touches before the sales meeting.	Owner	Pipeline health and CRM quality
Discovery Calls	As booked	Qualify fit, needs, budget, timing, scope, decision process, pain points, and next steps; capture approved evidence.	Lead	Qualification and proposal readiness
Newsletter Planning With Administrative Operations and Systems Manager	Twice monthly or as needed	Plan content, audience, production readiness, distribution, and performance review.	Owner with assigned support	Brand-to-pipeline activity
Social and Virtual Networking Planning With Virtual Admin + Sales Assistant	Twice monthly or as needed	Plan LinkedIn and social content, virtual networking activity, follow-up, and supporting records.	Owner with assigned support	Brand-to-pipeline activity
SDR Company Review	Weekly or monthly	Review activity quality, qualified meetings, fit, source quality, objections, CRM handoffs, and conversion into active pipeline.	External-partner manager	Pipeline health and SDR performance
Internal Sales-To-Delivery Kickoff	Per sold project	Lead the handoff using the sales-delivery document; confirm scope, commitments, risks, client expectations, delivery owner, and next steps.	Handoff lead	Completeness and delivery readiness
Pilot Review	30, 60, and 90 days	Review role scope, allocation, goals, scorecard, workflow adoption, capacity, and the continue, revise, or conclude decision.	Prepared role owner	All pilot outcomes and capacity

Processes and RACI

The RACI level describes the role's normal accountability. Project-specific assignments may narrow the scope but should not create unclear ownership.

Process	RACI	Frequency	Primary Systems	Expected Output
Lead To Sale	Accountable and Responsible	Daily and weekly	Zoho CRM, Gmail, Calendar, Zoom, Fireflies, proposals, SOWs	Qualified, advanced, closed, or clearly disqualified opportunities with documented next steps
Market To Lead	Accountable with assigned support	Weekly and monthly	LinkedIn, Zoho Marketing, newsletter, social, events, CRM	Consistent brand activity, warm relationships, referrals, and qualified opportunity
SDR Company Management	Accountable and Responsible	Weekly or monthly	SDR reporting, Zoho CRM, Gmail, meeting records	Qualified handoffs, visible lead quality, market feedback, and pipeline movement
Proposal, Budget, and SOW Development	Responsible	Per qualified opportunity	Google Slides, Sheets, Drive, approved templates, CRM	Accurate, persuasive, profitable, reviewed client materials
CRM and Forecast Management	Accountable and Responsible	Daily and weekly	Zoho CRM, sales dashboard, reports	Current records, reliable forecast, clear owners, and timely follow-up
Sales Enablement and AI Workflows	Accountable and Responsible	Per ranked pilot priority	ChatGPT, Codex, Claude, Drive, templates, source records	Tested, documented, adopted workflows with human review and measured time savings
Case Study and Sales Resource Management	Accountable and Responsible	Monthly and per proposal	Drive, Slides, case-study index, approved proof points	Findable, reusable, accurate proposal examples and sales resources
Sales To Delivery Handoff	Accountable and Responsible	Per sold project	Sales-delivery document, SOW, budget, CRM, Asana, Drive	Complete scope, expectations, commitments, risks, ownership, and kickoff
Success To Market	Consulted	Post-event and as available	Client outcomes, testimonials, case studies, CRM, marketing records	Approved client wins and insights available for future relationship and marketing use

People and Systems

Key People To Meet

Person Or Group	Why They Matter	First Conversation
COO / Integrator, COO / Integrator	Direct manager; validates priorities, sales strategy, workload allocation, goals, approval rules, and cross-functional decisions.	Confirm the 90-day pilot scope, scorecard, gross-profit tracking source, spending and proposal thresholds, and escalation rules.
Founder / Visionary, Founder / Visionary	Creates strategic connections and supports selected discovery, relationship, and closing work.	Clarify relationship ownership, opportunity handoff, participation thresholds, and follow-through expectations.
VP Event Operations, VP Event Operations	Validates delivery feasibility, staffing, quality, timing, and operational assumptions.	Agree when Event Operations reviews scope and what must be complete before the internal kickoff.
Administrative Operations and Systems Manager, Administrative Operations and Systems Manager	Supports assigned newsletter, systems, setup, and administrative work.	Clarify inputs, deadlines, review steps, and evidence for assigned support.
Virtual Admin + Sales Assistant, Virtual Admin + Sales Assistant	Supports social, virtual networking, CRM, admin routing, and assigned follow-through.	Confirm exact ownership, approved templates, handoff rules, and the completion-evidence loop.
SDR company	External prospecting partner managed by Business Development Manager.	Set lead-quality, meeting, reporting, CRM-handoff, objection, and conversion standards.
Finance and CRM or IT partners	Validate financial outcomes and support complex system or automation work.	Confirm data sources, reconciliation, access, change control, and support boundaries.

Systems To Learn First

Priority	System	Role Use	Onboarding Check
1	Zoho CRM and sales dashboard	Lead ownership, pipeline, stages, notes, next steps, forecast, revenue, and manager-validated reporting.	Can produce a reliable weekly pipeline and follow-up view.
2	Gmail, Calendar, Zoom, and Fireflies	Outreach, discovery, scheduling, summaries, evidence, and follow-up.	Can move an opportunity from contact through a documented next step.
3	Google Drive, Slides, and Sheets	Proposals, SOWs, budgets, case studies, handoffs, templates, and reusable resources.	Uses approved sources and produces accurate client-ready materials.
4	Asana and Slack	Pilot projects, tasks, collaboration, routing, handoffs, and follow-through.	Can connect each commitment to an owner, date, evidence, and escalation path.
5	Zoho Marketing and LinkedIn	Newsletter, prospecting, relationship-building, social activity, distribution, and performance review.	Uses approved audiences, messages, access, and recordkeeping practices.
6	SDR and lead-to-CRM platforms	External prospecting activity, qualified handoffs, source data, objections, and conversion tracking.	Can audit lead quality and ensure usable CRM handoffs.
7	ChatGPT, Codex, and Claude	Research, drafting, synthesis, proposal and SOW workflows, content repurposing, automation buildout, and documentation.	Verifies every output for accuracy, brand alignment, confidentiality, and client appropriateness before use.
8	Expensify and supporting business systems	Expense reporting and required operational administration.	Completes required records accurately and on time.

First 30 Days

Timing	Focus	Expected Evidence
Day 1	Review the 90-day pilot, services, ICP, differentiators, goals, pipeline, scorecard, ranked projects, and required systems.	Can explain the role allocation, current priorities, approval paths, and measures of success.
Week 1	Meet the COO, Founder, Event Operations, admin and sales support, SDR company, finance, and systems partners.	Understands relationship ownership, handoffs, support boundaries, and escalation.
By Day 30	Own assigned sales activity, present a reliable pipeline, confirm the scorecard, and establish the SDR and marketing review loops.	Leadership can trust the data, follow-up, priorities, and workload view.
By Day 60	Demonstrate progress on gross profit, pipeline, conversion, brand deliverables, and adopted workflow priorities.	Manager-reviewed evidence of outcomes, blockers, and capacity tradeoffs.
By Day 90	Present pilot results and a recommendation to continue, revise, or conclude the structure.	Decision-ready role scope, title recommendation, goals, scorecard, and sustainable workload plan.

Career Progression

This 90-day pilot is intended to determine the durable role structure. Potential title paths include Client Relations and Growth Manager, Sales and Brand Development Manager, or Growth and Client Partnerships Manager. Advancement depends on repeatable profitable revenue, independent sales execution, CRM and forecast reliability, brand-to-pipeline results, strong handoffs, SDR-partner management, and scalable systems.

Printable Summary

Role Summary

First Priorities When Entering The Role

Confirm the 90-day pilot scope, best-fit long-term title, role allocation, sales goal source, scorecard, and approval rules with the COO.
Own assigned opportunities through qualification, proposal, SOW, follow-up, close, CRM updates, and internal kickoff.
Establish a reliable SDR-company review loop tied to CRM quality and pipeline movement.
Move ranked sales-deck, SOW, case-study, website, newsletter, and automation priorities into documented, adopted workflows without overloading capacity.
Build a consistent brand-to-pipeline rhythm across newsletter, social, networking, awards, referrals, and relationship follow-up.

Primary Sources

Accountability Chart
Inbound Sales + Marketing Operations Pilot job description, September 2026
Business Development Manager ClarityBoard 2.0, September 2, 2026
90-Day Pilot Clarity Board reviewed by Business Development Manager and COO / Integrator

B Line Events, Role Clarity Board

Senior Project Manager II, Events

Current Seat HolderDetails omitted in external copy

Reports ToVP Event Operations, VP Event Operations

EscalationsVP Event Operations; COO for material cross-functional or financial issues

StatusRole overview, reviewed by leadership

Overview

This role-level Clarity Board is the shared overview for anyone filling the Senior Project Manager II, Events seat. It defines the role standard; the current seat-holder is changeable metadata.

Event capacityUp to 3 per month

Adjusted for complexity and onsite demands.

Project size$1M+

Leads the largest and most complex work.

Leadership scopeSpecialty + up to 2 reports

Combines delivery and team capability building.

Role Purpose

Leads B Line's largest and most complex events and key accounts while strengthening the broader Event Operations team. In addition to senior project delivery, this role owns a specialty service area, may manage up to two direct reports, and helps standardize, train, and improve core event processes.

Four Core Accountabilities

Complex-event leadership

Large, complex, and multi-day programs are delivered with strong client confidence and calm control.

Financial ownership

Budgets, vendor costs, contracts, variance, and closeout remain accurate and visible.

Team leadership

Direct reports and assigned project teams receive goals, coaching, feedback, and accountability.

Specialty ownership

One defined service area has current standards, tools, training, and successful operation.

Supporting Outcomes

Process leadership

Approved event processes are documented, rolled out, trained, and adopted.

Client and vendor strength

Key accounts and strategic vendor relationships are managed professionally and proactively.

KPI Scorecard

These measures define success for the role and should be reviewed through the stated operating cadence.

KPI	Measured Through	Target Or Standard	Control
Client Experience	Client feedback and survey	Superior experience across key accounts.	Strong
Event Capacity	Asana project status	Lead up to 3 events per month, based on size and complexity.	Shared
Project Size and Complexity	Approved scope and budget	Successfully manage $1M+ and complex programs.	Shared
Timeline Health	Asana deadlines	No more than 5% overdue tasks, with early escalation of risk.	Strong
Contract and Cost Performance	Contracts and documented savings	Strong terms, concessions, attrition protection, and accurate costs with minimal oversight.	Strong
People Leadership	Direct-report goals, reviews, and feedback	Up to two reports receive clear expectations, coaching, and development.	Strong
Specialty and Process Adoption	Training, documentation, and operating evidence	Owned specialty and approved processes operate consistently.	Strong
Closeout	Closeout record	Projects close within 30 days unless an approved exception is documented.	Strong

Current Role Priorities

These time-bound priorities belong to the named current seat-holder. They do not permanently redefine the role. Each remains a draft until the stated review or approval is complete.

Senior Project Manager II · Source milestone May 15, 2026Post-Event Close-Out Checklist Enhancement

Standardize and validate a post-event close-out workflow that combines financial reconciliation, checklist sequencing, automated reminders, and debrief handoffs so projects consistently close within 30 days.

Key Results

Create one standard close-out checklist covering final bills, event expenses, budget updates, hours, P&L reconciliation, documentation, and debrief touchpoints.
Configure Asana reminders, sequencing, ownership, and status tracking for the approved checklist.
Test the workflow on projects closing in the pilot wave and document exceptions, missing inputs, and cycle time.
Validate that the workflow supports the 30-day close-out target and is ready for standard use on future projects.
Secure VP Event Operations's quality approval and document the escalation path when capacity or missing information puts the deadline at risk.

Status: Portfolio handoff source; milestone date has passed and current completion status needs confirmation

Current priority details omitted from external copy.

Meetings

The role comes prepared with current evidence, decisions needed, risks, and next steps appropriate to each forum.

Meeting	Cadence	Purpose and Preparation	Role	KPIs To Map
Weekly Team Meeting	Weekly	Share wins, project updates, staffing needs, and issues to IDS.	Senior contributor	Project health, team issues, process needs
1on1 With VP Event Operations	Monthly	Review portfolio, performance, direct reports, specialty ownership, and escalations.	Prepared owner	Delivery, people, specialty, development
Project Status Meeting	Weekly or biweekly	Lead client decisions, risk, scope, budget, and next steps.	Lead	Client experience, timeline, budget
Internal Project Meeting	Weekly or biweekly	Lead assigned team members, dependencies, and execution.	Lead and coach	Asana, deadlines, team performance
Direct-Report 1on1	Weekly or biweekly	Set priorities, coach performance, remove blockers, and support development.	Manager	Goals, workload, feedback, development
Vendor / Venue Meeting	As needed	Resolve complex scope, negotiation, production, and contract details.	Lead negotiator	Terms, cost, quality, risk
Closeout / Debrief	Post-event, as needed	Reconcile, capture learning, and improve the specialty or core process.	Lead	Closeout, client/vendor feedback, lessons
Quarterly Team Meeting	Quarterly	Contribute, learn, and IDS systemic or capability issues.	Senior contributor	Team and process improvement

Processes and RACI

The RACI level describes the role's normal accountability. Project-specific assignments may narrow the scope but should not create unclear ownership.

Process	RACI	Frequency	Primary Systems	Expected Output
Complex Project Planning	Responsible	Active projects	Asana, Drive, Docs, Sheets, Slides	Integrated plan, budget, timeline, decisions, and risk controls
Client and Account Leadership	Responsible	Weekly and ongoing	Gmail, Calendar, meeting notes, CRM	Trust, clear decisions, and proactive escalation
Budget and Vendor Cost Management	Responsible	Active projects	Google Sheets, estimates, invoices, finance workflow	Accurate budget, documented variance, and reconciliation
Contract Negotiation	Responsible with minimal oversight	Per contract	Cvent, contracts, Drive, Gmail	Strong terms, savings, concessions, and risk protection
Project Team Leadership	Responsible	Weekly	Asana, one-on-ones, project meetings	Clear ownership, performance, and information flow
Direct-Report Management	Accountable and Responsible	Weekly and quarterly	Goals, reviews, development plans	Supported, accountable, developing team members
Specialty Service Ownership	Accountable	Ongoing	Specialty platforms, SOPs, training materials	Current standards, trained users, and reliable operation
Project Closeout	Responsible	Within 30 days	Budget tracker, Asana, Drive, invoices	Final financial and operational closure

People and Systems

Key People To Meet

Person Or Group	Why They Matter	First Conversation
VP Event Operations, VP Event Operations	Direct manager; portfolio, capacity, quality, and people leadership.	Confirm authority, largest-account expectations, specialty ownership, and management cadence.
Direct reports	Receive goals, coaching, feedback, resources, and development.	Set working agreements, priorities, communication rhythm, and definitions of success.
Senior and Project Managers	Partners in delivery, peer review, staffing, and process adoption.	Review handoffs, escalation, coaching, and specialty support.
COO / Integrator, COO	Cross-functional and financial escalation partner.	Review material budget, client, staffing, or company-level decision thresholds.
Business Development Manager, Business Development Manager	Provides sales context and handoff for strategic accounts.	Review scope commitments, relationship context, and post-sale ownership.
Finance, sourcing, admin, vendors, and venues	Enable delivery, contracting, systems, reconciliation, and onsite success.	Clarify handoffs, approval rules, documentation, and escalation.

Systems To Learn First

Priority	System	Role Use	Onboarding Check
1	Asana	Complex project plans, teams, milestones, risks, and portfolio status.	Can lead a project and use portfolio signals for early escalation.
2	Google Drive and Workspace	Budgets, decks, schedules, contracts, decisions, and standards.	Uses approved templates and maintains clean project files.
3	Budget and accounting workflow	Vendor costs, invoices, approvals, variance, and closeout.	Can explain financial status and complete reconciliation.
4	Cvent and sourcing tools	RFP, venue and contract support, and event data as assigned.	Can manage or effectively oversee the relevant workflow.
5	Registration and event technology	Swoogo, Eventbrite, onsite tools, production and diagram platforms.	Understands ownership, quality, risk, and escalation.
6	People and training systems	Goals, reviews, training modules, SOPs, and adoption evidence.	Can coach, document, train, and verify sustained use.
7	ChatGPT, Codex, and Claude	Research, drafting, synthesis, analysis, automation, and approved role workflows.	Uses the right tool, verifies outputs, protects confidential information, and follows human approval rules.

First 30 Days

Timing	Focus	Expected Evidence
Day 1	Review the largest active projects, specialty ownership, direct reports, scorecard, and authority boundaries.	Can explain current portfolio, people, and specialty risks.
Week 1	Meet VP Event Operations, direct reports, PM peers, finance, sales, sourcing, and admin systems partners.	Understands handoffs and leadership expectations.
Weeks 2–3	Lead a complex-project review and assess specialty documentation and training.	Clear risks, actions, process gaps, and coaching priorities.
By Day 30	Demonstrate leadership across delivery, people, and specialty ownership.	Manager-approved project, people, and improvement plan.

Career Progression

Senior Project Manager, Events → Senior Project Manager II, Events → VP Event Operations. Advancement requires consistently leading the largest work, building other leaders, owning a specialty, improving systems, and demonstrating portfolio-level judgment.

Printable Summary

Role Summary

First Priorities When Entering The Role

Understand the largest active projects and key-account expectations.
Confirm direct-report responsibilities and management cadence.
Define the specialty service area, standards, tools, and adoption measures.
Review financial and escalation thresholds for complex work.
Build leadership leverage by developing people and repeatable processes.

Primary Sources

Accountability Chart
Role/Performance Benchmarks
Senior Event Manager II JD
Senior Project Manager II individual Clarityboard

B Line Events, Role Clarity Board

Senior Project Manager, Events

Current Seat HolderDetails omitted in external copy

Reports ToVP Event Operations, VP Event Operations

EscalationsVP Event Operations; COO for material cross-functional or financial issues

StatusRole overview, reviewed by leadership

Overview

This role-level Clarity Board is the shared overview for anyone filling the Senior Project Manager, Events seat. It defines the role standard; the current seat-holder is changeable metadata.

Event capacityUp to 3 per month

Adjusted for complexity and onsite demands.

Project sizeUp to $1M+

Leads larger and key-account work.

Operating levelSenior delivery

Minimal oversight with mentoring responsibility.

Role Purpose

Leads B Line's larger events and key accounts with minimal oversight while mentoring and supporting other project-team members. The role combines senior client leadership, complex logistics, financial ownership, team coordination, onsite execution, and timely closeout.

Four Core Accountabilities

Large-event delivery

Larger and complex programs meet scope, timeline, budget, quality, and client expectations.

Key-account confidence

Primary client relationships receive proactive leadership, communication, and sound judgment.

Financial control

Budgets, vendor costs, contracts, invoices, and variance remain current and accurate.

Team coordination

Assigned B Line team members and contractors have clear ownership and deadlines.

Supporting Outcomes

Mentoring and support

Less-experienced team members receive practical guidance and quality review.

Timely closeout

Projects close financially and operationally within the required timeline.

KPI Scorecard

These measures define success for the role and should be reviewed through the stated operating cadence.

KPI	Measured Through	Target Or Standard	Control
Client Experience	Client feedback and survey	Superior experience across key accounts.	Strong
Event Capacity	Asana project status	Lead up to 3 events per month, based on size and complexity.	Shared
Project Size and Complexity	Approved scope and budget	Successfully manage larger projects up to $1M+.	Shared
Timeline Health	Asana deadlines	No more than 5% overdue tasks, with early escalation.	Strong
Contract and Cost Performance	Contracts and documented savings	Negotiate strong terms and maintain accurate costs with minimal oversight.	Strong
Project Team Leadership	Asana, peer review, and feedback	Assigned colleagues and contractors perform with clear information and accountability.	Strong
Training Support	Assigned training and mentoring evidence	Support onboarding and development of team members.	Shared
Closeout	Closeout record	Projects close within 30 days unless an approved exception is documented.	Strong

Current Role Priorities

These time-bound priorities belong to the named current seat-holder. They do not permanently redefine the role. Each remains a draft until the stated review or approval is complete.

Senior Project Manager · Source deadline August 5, 2026Vendor Follow-Up Gmail Automation

Build and validate a workflow that identifies unanswered vendor questions in Asana and Gmail and creates accurate, ready-to-review Gmail drafts for a selected project.

Key Results

Build and test the workflow on one active project with open vendor questions in both Asana and Gmail.
Confirm drafts are addressed to the correct vendor, include relevant project context, and match B Line's vendor communication style.
Verify the non-negotiable no-send guardrail: the workflow creates drafts only and requires PM review before sending.
Have two PMs or VP Event Operations independently test the workflow on live work and confirm the drafts are accurate and need minimal editing.
Complete a final leadership test and sign-off before team-wide rollout.
Store the approved prompt with a one-page usage guide and pre-send review checklist.

Status: Draft source deadline has passed; current completion and rollout status need confirmation

Current priority details omitted from external copy.

Meetings

The role comes prepared with current evidence, decisions needed, risks, and next steps appropriate to each forum.

Meeting	Cadence	Purpose and Preparation	Role	KPIs To Map
Weekly Team Meeting	Weekly	Share wins, project updates, staffing needs, and issues to IDS.	Senior contributor	Project health, team issues, priorities
1on1 With VP Event Operations	Monthly	Review workload, key accounts, performance, development, and escalations.	Prepared owner	Delivery, capacity, client experience
Project Status Meeting	Weekly or biweekly	Lead client decisions, risk, scope, budget, and next steps.	Lead	Client experience, timeline, budget
Internal Project Meeting	Weekly or biweekly	Coordinate PM support, contractors, dependencies, and execution.	Lead and mentor	Team performance, Asana, deadlines
Vendor / Venue Meeting	As needed	Confirm complex logistics, scope, contracts, pricing, and event-day expectations.	Lead	Terms, cost, quality, risk
Closeout / Debrief	Post-event, as needed	Complete reconciliation and capture reusable learning.	Lead	Closeout, client/vendor feedback
Quarterly Team Meeting	Quarterly	Contribute, learn, and IDS systemic delivery issues.	Senior contributor	Team results and improvement

Processes and RACI

The RACI level describes the role's normal accountability. Project-specific assignments may narrow the scope but should not create unclear ownership.

Process	RACI	Frequency	Primary Systems	Expected Output
Sales To Delivery Handoff	Consulted or Responsible	Per new project	Zoho CRM, SOW, budget, Asana, Drive	Confirmed scope, risks, owners, and kickoff readiness
Complex Project Planning	Responsible	Active projects	Asana, Drive, Docs, Sheets, Slides	Integrated plan, budget, timeline, and decision log
Client Leadership	Responsible	Weekly and ongoing	Gmail, Calendar, meeting notes, CRM	Trust, decisions, proactive communication, and escalation
Budget and Vendor Cost Management	Responsible	Active projects	Google Sheets, estimates, invoices	Current budget, documented variance, and reconciliation
Contract and Vendor Management	Responsible with minimal oversight	As needed	Cvent, contracts, Drive, Gmail	Strong terms, documented scope, cost, and deadlines
Project Team Leadership	Responsible	Weekly	Asana, internal meetings, project files	Clear ownership, timely work, and strong information flow
On-Site Execution	Responsible	Event days	Run of show, schedules, diagrams, contact lists	Calm command and high-quality delivery
Project Closeout	Responsible	Within 30 days	Budget tracker, Asana, Drive, accounting handoff	Final reconciliation, debrief, and closed project

People and Systems

Key People To Meet

Person Or Group	Why They Matter	First Conversation
VP Event Operations, VP Event Operations	Direct manager; portfolio, quality, capacity, and escalation.	Confirm key-account expectations, authority, meeting cadence, and support needs.
Project Manager and Associate PM partners	Support delivery and receive mentoring, delegation, and quality review.	Clarify workstream ownership, communication, and escalation.
COO / Integrator, COO	Cross-functional and financial escalation partner.	Review material budget, client, scope, or company-level thresholds.
Business Development Manager, Business Development Manager	Provides sales context and handoff.	Review commitments, relationship history, and post-sale ownership.
Sourcing Project Manager, Sourcing Project Manager	Owns venue sourcing, housing, and contract expertise.	Confirm sourcing handoff, contract details, and planning ownership.
Finance, admin, vendors, and venues	Enable setup, contracting, payments, reconciliation, and execution.	Clarify deadlines, approvals, documentation, and issue routing.

Systems To Learn First

Priority	System	Role Use	Onboarding Check
1	Asana	Complex plans, owners, deadlines, dependencies, and project health.	Can lead a project with reliable status and early escalation.
2	Google Drive and Workspace	Budgets, decks, schedules, contracts, recaps, and shared files.	Uses approved templates and maintains clean project records.
3	Budget and accounting workflow	Vendor costs, invoices, approvals, variance, and closeout.	Can explain financial status and reconcile accurately.
4	Zoho CRM and Zoho Creator	Client and event context, handoff data, and company records.	Can verify correct account, project, and scope information.
5	Registration and sourcing platforms	Cvent, Swoogo, Eventbrite, and onsite tools as assigned.	Knows platform ownership, data needs, and escalation.
6	Production and design tools	Run of show, schedules, diagrams, Acrobat, Illustrator, and CAD as applicable.	Can access, interpret, and quality-control required files.
7	ChatGPT, Codex, and Claude	Research, drafting, synthesis, analysis, automation, and approved role workflows.	Uses the right tool, verifies outputs, protects confidential information, and follows human approval rules.

First 30 Days

Timing	Focus	Expected Evidence
Day 1	Review key accounts, active projects, portfolio expectations, and authority boundaries.	Can explain the assigned portfolio and immediate risks.
Week 1	Meet VP Event Operations, project partners, sales, sourcing, finance, and admin systems support.	Understands handoffs, systems, and escalation pathways.
Weeks 2–3	Lead project reviews and client/vendor meetings with appropriate observation or oversight.	Current plans, budgets, recaps, and risk lists.
By Day 30	Demonstrate senior-level control of a large project and effective mentoring of assigned teammates.	Manager-approved delivery and development evidence.

Career Progression

Project Manager, Events → Senior Project Manager, Events → Senior Project Manager II, Events → VP Event Operations. Advancement requires larger and more complex work, minimal oversight, team development, process leadership, and portfolio-level judgment.

Printable Summary

Role Summary

First Priorities When Entering The Role

Learn assigned key accounts and active-project risks.
Confirm senior-level authority and escalation thresholds.
Establish clean project, client, budget, and team rhythms.
Understand how mentoring and quality review fit the role.
Demonstrate reliable closeout and reusable learning across projects.

Primary Sources

Accountability Chart
Role/Performance Benchmarks
Senior Event Manager JD
Senior Project Manager individual Clarity Board and Role Master Prompt

B Line Events, Role Clarity Board

Project Manager, Events

Current Seat HolderDetails omitted in external copy

Reports ToVP Event Operations, VP Event Operations

EscalationsCOO / Integrator, COO

StatusRole overview, reviewed by leadership

Overview

This role-level Clarity Board is the shared overview for anyone filling the Event Project Manager seat. It defines the purpose, outcomes, success measures, meeting rhythm, process responsibilities, working relationships, systems, and onboarding priorities for the role. Current seat-holders are listed as changeable metadata and do not alter the role standard.

Project Capacity Up to 3

Lead producer for up to 3 events per month, based on project size and complexity.

Project Size $100K to $900K

Confirmed project size range for the role.

Closeout Standard 30 Days

Projects are expected to close out within 30 days of the event end date.

Role Purpose

The Event Project Manager acts as the lead and support event producer for assigned B Line Events projects. The role manages logistics planning, production, on-site execution, project timelines, budgets, vendor coordination, client communication, and closeout so the contracted scope is completed and the client receives a superior experience.

Role At A Glance

Area	Role Standard	Primary Evidence
Event capacity	Lead or support up to 3 events per month, based on size and complexity.	Asana project assignments and project health.
Project size	$100K to $900K.	Approved project budget and scope.
Recurring meeting rhythm	7 defined meeting types.	Team calendar, project cadence, and meeting outputs.
Core process ownership	Planning through closeout, with defined RACI by workstream.	Asana, project files, budgets, contracts, and closeout records.
Closeout	Within 30 days of the event end date.	Final budget, vendor invoices, debrief, and closed project tasks.

Four Core Accountabilities

Superior customer experience

Provide a strong client experience for multiple key accounts, measured by client feedback or survey.

Event production ownership

Lead up to 3 events per month within the confirmed project capacity range.

Contract and vendor performance

Negotiate hotel and vendor contracts with oversight while maintaining positive vendor relationships.

Timeline discipline

Manage overall project timeline, delegate deliverables, and keep overdue Asana tasks to no more than 5%.

Supporting Outcomes

Project team leadership

Manage B Line #2s and contractors for execution, deadlines, information flow, and client communication.

Closeout completion

Close projects within 30 days of the event end date.

KPI Scorecard

These measures define success for the Event Project Manager role and should be reviewed through the established reporting and performance cadence.

KPI	Measured Through	Target Or Standard	Control
Superior Customer Experience	Client feedback or survey	Provide a superior customer experience for multiple key accounts.	Strong
Event Production Capacity	Asana project status	Lead producer for up to 3 events per month, based on project size and complexity.	Shared
Hotel and Vendor Contract Negotiation	Documented cost savings, concessions, attrition percentage, and contracts	Negotiate contracts with oversight.	Shared
Vendor Relationship Health	Vendor feedback	Maintain positive vendor relationships.	Strong
Timeline and Deadline Management	Asana project deadlines	No more than 5% overdue tasks.	Strong
Project Team Management	Asana, peer reviews, and client feedback	Manage B Line colleagues and contractors for execution, deadlines, information flow, and client communication.	Strong
Training Support	Assigned training modules in Asana	Complete assigned training modules with new hires and team members.	Shared
Project Closeout	Closeout completion status	Close out projects within 30 days of event end date.	Strong
Project Size Managed	Assigned project budget range	Manage projects from $100K to $900K.	Shared

Current Role Priorities

These time-bound priorities belong to the named current seat-holder. They do not permanently redefine the Project Manager role. Each remains a draft until the stated review or approval is complete.

Project Manager · Proposed 30-day pilot Client Debrief Summary Prompt

Turn the existing client debrief prompt into a reliable workflow that produces a polished, branded, client-ready post-event summary.

Key Results

Test the prompt on representative completed events and document required changes.
Include attendance, final numbers, cost savings when relevant, feedback, wins, lessons, follow-ups, and next steps.
Run a PM pilot and collect accuracy, usability, and client-readiness feedback.
Secure VP Event Operations's usability approval and COO / Integrator's client-facing quality approval.

Status: Pilot timing and participants need confirmation.

Current priority details omitted from external copy.

Project Manager · Proposed 30-day pilot Client Planning Call Prep and Agenda Creation

Build and test a repeatable workflow that helps PMs prepare for client planning calls and create strong agendas without rebuilding the process each time.

Key Results

Test and refine the prompt on a representative mix of active projects.
Create a lightweight self-service SOP or training note.
Run a PM pilot and measure prep time, agenda quality, completeness, and usability.
Secure VP Event Operations's rollout approval with COO / Integrator calibrating the client-experience standard.

Status: Pilot timing and participants need confirmation.

Current priority details omitted from external copy.

Project Manager · Proposed 30-day validation cycle Vendor Contract Data Extraction

Validate and operationalize a workflow that converts vendor contracts and related files into accurate B Line tracking workbooks with clear exceptions and human review.

Key Results

Test the v2 prompt on at least three representative vendor-document sets.
Validate all 14 required fields and all four required workbook tabs.
Verify payment math, balances, deadlines, schedules, and conflict flags against source files.
Complete two independent PM tests and publish the approved prompt, checklist, and usage guide.

Status: Owner, sponsor, and pilot timing need confirmation.

Current priority details omitted from external copy.

Meetings

These are the standard recurring meetings for the role. Each Project Manager should confirm project-specific attendees, agendas, and deliverables in their individual Clarity Board.

Meeting	Cadence	Purpose and Preparation	PM Role	KPIs To Map
Weekly Team Meeting	Weekly	Share wins, project updates, and issues to IDS.	Come prepared to contribute	Team priorities, project health, issues and resolution.
1on1 With VP Event Operations	Monthly	Review workload, priorities, escalations, coaching, and performance feedback.	Come prepared with updates and support needs	Timeline, capacity, client experience, closeout.
Project Status Meeting	Weekly or biweekly	Align client stakeholders on goals, decisions, risks, budget, and timeline.	Lead or present	Client experience, timeline, scope, budget.
Internal Project Meeting	Weekly or biweekly	Coordinate B Line #2s, contractors, information flow, deadlines, and deliverables.	Lead or contribute	Team management, timeline, Asana status.
Vendor Or Venue Meeting	As needed	Confirm logistics, quotes, contracts, concessions, timelines, and event-day expectations.	Lead or contribute	Vendor relationships, contract negotiation.
Closeout Or Debrief	Post-event, as needed	Complete reconciliation, capture lessons learned, wrap vendors, and close outstanding tasks.	Lead	Closeout, vendor feedback, client survey.
Quarterly Team Meeting	Quarterly	Come prepared with an open mind, ready to contribute, learn, and IDS.	Active participant	Team learning, priorities, issues and resolution.

Processes and RACI

The role owns day-to-day execution for assigned workstreams and escalates decisions, risks, or approvals according to the project structure.

Process	RACI	Frequency	Primary Systems	Expected Output
Sales To Delivery Handoff	Consulted or Responsible, based on assignment timing	Per new project	Zoho CRM, Google Drive, Asana, proposal and SOW files	Confirmed scope, assumptions, risks, owners, and next steps
Project Planning	Responsible when lead PM	Active projects	Asana, Google Drive, Docs, Sheets, and Slides	Current plan, timeline, milestones, budget, and decision log
Timeline and Deliverable Management	Responsible	Weekly or more	Asana, Gmail, Slack, Google Drive	Clear owners, deadlines, dependencies, and escalations
Budget and Vendor Cost Management	Responsible	Active projects	Google Sheets, budget templates, vendor estimates and invoices	Current budget, documented variance, and accurate reconciliation
Hotel and Vendor Contracting	Responsible with oversight	As needed	Gmail, Google Drive, Cvent, vendor and venue systems	Approved scope, pricing, concessions, terms, and deadlines
Logistics Management	Responsible	Active projects	Asana, Google Drive, registration platforms, diagrams, production schedules	Complete and communicated logistics plan
On-Site Execution	Responsible	Event days	Run of show, production schedule, contact sheet, diagrams, event communications	Calm execution, issue resolution, and client support
Project Closeout	Responsible	Within 30 days after event	Budget tracker, Asana, Google Drive, accounting handoff	Final reconciliation, closed tasks, debrief, and archived files
Training Support	Responsible for assigned modules	As assigned	Asana, Google Drive, training materials	Completed training and documented knowledge transfer

People and Systems

Daily Collaboration Tools

Mac, Google Workspace, Google Drive, Docs, Sheets, Slides, Gmail, Slack, Asana, Zoho CRM, Zoho Creator, and Microsoft Office.

Event and Specialist Tools

Swoogo, Cvent, Eventbrite, Adobe Acrobat Professional, Adobe Illustrator, SharePoint, CAD or diagram tools, onsite registration tools, run-of-show files, production schedules, and vendor or venue platforms as applicable.

Key People To Meet

Person Or Group	Why They Matter	First Conversation
VP Event Operations, VP Event Operations	Direct manager; priorities, staffing, project standards, coaching, and escalation.	Review role expectations, active assignments, meeting rhythm, approval limits, and the first 30-day plan.
Current Event Project Managers: Project Manager, Project Manager, and Project Manager	Peer workflows, project coverage, handoffs, templates, and practical operating norms.	Walk through one active project, including its Asana structure, files, budget, communications, and current risks.
COO / Integrator, COO	Cross-functional, financial, client, process, and company-level escalation partner.	Review escalation expectations, financial visibility, and how Event Operations connects to the broader company.
Administrative Operations and Systems Manager, Administrative Operations and Systems Manager	Administrative workflows, access, systems, documentation, and accounting coordination.	Confirm system access, file structure, project setup, invoicing, payments, and closeout handoffs.
Business Development Manager, Business Development Manager	Sales-to-delivery handoff and client relationship context.	Review what is sold, how scope and expectations transfer, and when delivery should re-engage sales.
Sourcing Project Manager, Sourcing Project Manager	Venue sourcing, housing, contracting, and sourcing-to-planning handoffs.	Review sourcing files, contract details, concessions, deadlines, and ownership at handoff.
Finance and accounting partners	Budget controls, vendor invoices, client billing, payments, reconciliation, and closeout.	Review budget templates, approval rules, invoice flow, escalation thresholds, and closeout requirements.
Active client and project teams	Project goals, communication norms, decisions, risks, and delivery expectations.	Complete a documented handoff before leading client communication.

Systems To Learn First

Priority	System	Role Use	Onboarding Check
1	Asana	Project plans, owners, deadlines, dependencies, status, and workload visibility.	Can locate active projects, update tasks, identify overdue work, and escalate blockers.
2	Google Drive and Google Workspace	Project folders, budgets, agendas, recaps, decks, schedules, and shared documentation.	Can find the approved folder structure and use the current project templates.
3	Gmail and Slack	Client, vendor, venue, and internal communication.	Understands communication standards, response expectations, and where decisions are documented.
4	Zoho CRM and Zoho Creator	Client and event context, project records, operational workflows, and company data.	Can find the correct account and event record and understands required updates.
5	Budget and accounting workflow	Estimates, vendor costs, approvals, invoices, client-facing updates, reconciliation, and closeout.	Can maintain the approved budget format and follow invoice and escalation procedures.
6	Swoogo, Cvent, Eventbrite, and onsite registration tools	Registration, attendee data, reporting, badges, check-in, sourcing, and event support as assigned.	Knows which platform applies and who owns configuration, data, and approvals.
7	Production and design tools	Run of show, production schedules, diagrams, signage, PDFs, and design files.	Can access and interpret the required files; specialist creation skills apply only when assigned.
8	ChatGPT, Codex, and Claude	Research, drafting, synthesis, analysis, automation, and approved project workflows.	Uses the right tool, verifies outputs, protects confidential information, and follows human approval rules.

First 30 Days

Timing	Focus	Expected Evidence
Day 1	Meet VP Event Operations; confirm role expectations, assignments, calendar, and required access.	Approved onboarding plan and working system access.
Week 1	Meet key partners; shadow an active project; learn Asana, Drive, communication, and budget standards.	Can navigate the project structure and explain the project lifecycle.
Weeks 2–3	Own defined workstreams with manager oversight and participate in client, internal, and vendor meetings.	Current tasks, clean documentation, timely recaps, and early escalation.
By Day 30	Demonstrate readiness to lead an appropriately scoped project or major workstream.	Manager-reviewed project plan, timeline, budget, communication rhythm, and risk list.

Career Progression

Associate Project Manager, Events → Project Manager, Events → Senior Project Manager, Events → Senior Project Manager II, Events → VP Event Operations. Advancement depends on consistent outcomes, increasing project complexity, financial ownership, leadership, judgment, client confidence, and contribution to team capability.

Printable Summary

Role Summary

The Event Project Manager provides a superior customer experience for multiple key accounts and serves as lead or support producer for assigned events. This role manages project plans, decor decks, budgets, timelines, milestones, vendor costs, contracts, client communication, on-site execution, training support, and project closeout.

Confirmed Accountability Snapshot

Reports to VP Event Operations, VP Event Operations.
Escalates to COO / Integrator, COO.
Leads up to 3 events per month, based on size and complexity.
Manages projects up to $100K to $900K.
Keeps overdue Asana tasks to no more than 5%.
Closes projects within 30 days of the event end date.
Manages B Line #2s and contractors for assigned project execution.

First Priorities When Entering The Role

Meet VP Event Operations and confirm expectations, assignments, escalation paths, and the first 30-day plan.
Gain access to Asana, Google Workspace, Gmail, Slack, Zoho, budget files, and assigned event systems.
Learn the sales-to-delivery handoff, project planning, budget, communication, onsite, and closeout standards.
Shadow an active project and review its scope, timeline, budget, files, communications, and risks.
Build working relationships with fellow PMs, operations, sales, sourcing, finance, and assigned client teams.

B Line Events, Role Clarity Board

Sourcing Project Manager

Current Seat HolderDetails omitted in external copy

Reports ToVP Event Operations, VP Event Operations

EscalationsVP Event Operations; COO for material contract, financial, or client risk

StatusRole overview, reviewed by leadership

Overview

This role-level Clarity Board is the shared overview for anyone filling the Sourcing Project Manager seat. It defines the role standard; the current seat-holder is changeable metadata.

Sourcing scale10–10,000 attendees

Supports meetings from small groups to major conferences.

Primary platformCvent

Manages RFP, response, and sourcing workflow.

Experience level7+ years preferred

Requires destination, hotel, and contract expertise.

Role Purpose

Owns hotel and venue sourcing and housing management for full-service and sourcing-only clients. The role develops sourcing strategy, manages RFPs, compares and recommends properties, negotiates contracts, supports registration and housing, maintains industry relationships, and hands complete, decision-ready information into event planning.

Four Core Accountabilities

Decision-ready sourcing

Clients receive accurate availability, comparisons, budgets, decks, and recommendations.

Strong hotel terms

Contracts protect the client through pricing, concessions, attrition, cancellation, and appropriate addenda.

Reliable RFP management

Cvent records, responses, holds, shortlists, and supplier communication remain current.

Smooth housing and registration

Room blocks, VIPs, concessions, lists, sites, and onsite needs are managed accurately when assigned.

Supporting Outcomes

Trusted relationships

Clients, national sales representatives, hotels, venues, and suppliers receive professional communication and follow-through.

Clean planning handoff

The planning team receives contracts, commitments, costs, risks, dates, and property information it can execute.

KPI Scorecard

These measures define success for the role and should be reviewed through the stated operating cadence.

KPI	Measured Through	Target Or Standard	Control
Client Experience	Client feedback and survey	Superior experience for sourcing and housing clients.	Strong
RFP Progress	Cvent RFP status	RFPs, responses, follow-ups, shortlists, and decisions remain current.	Strong
Contract Value	Savings, concessions, attrition, cancellation, and contract record	Negotiations use B Line standards and document client value and risk.	Strong
Decision Materials	Asana and client deliverables	Availability decks, comparisons, and budgets are accurate and delivered on time.	Strong
Timeline Health	Asana deadlines	No more than 5% overdue tasks, with early escalation.	Strong
Hotel and Vendor Relationships	Supplier feedback and follow-through	Positive relationships are maintained through clear communication and closure.	Strong
Housing Accuracy	Rooming lists, blocks, VIP and concession records	Assigned housing is accurate and contractually aligned.	Strong
Post-Event Follow-Through	Savings and contract commitment record	Commitments are verified and cost savings documented with the Project Manager.	Shared

Current Role Priorities

These time-bound priorities belong to the named current seat-holder. They do not permanently redefine the role. Each remains a draft until the stated review or approval is complete.

Sourcing Project Manager · Proposed 30-day training and validation cycleSwoogo Training and Site Build

Build confidence using Swoogo to create and manage an event website and registration experience, then demonstrate the workflow through a tested draft site.

Target end: October 30, 2026

Key Results

By the end of week 2, complete the Mastering Registration and 5 Power Moves for Your Event Website video series and identify at least three features to apply to a test site.
By the end of week 4, build one functional test site by cloning and rebuilding an existing site or starting from scratch. Include event information, a customized page layout, a registration form, and a confirmation experience. Apply at least three features from the training.
By the end of week 4, complete three successful test registrations, check the site on desktop and mobile, and resolve any issues that prevent registration completion. Demonstrate the site in a short walkthrough and share remaining questions or areas for further practice.

Stretch goal: Build a second test site using the other approach, so that one site is cloned and rebuilt and one is built from scratch. Explore an additional Swoogo session if it supports questions that arise during the build.

Status: Draft for VP Event Operations review; target end October 30, 2026

Current priority details omitted from external copy.

Meetings

The role comes prepared with current evidence, decisions needed, risks, and next steps appropriate to each forum.

Meeting	Cadence	Purpose and Preparation	Role	KPIs To Map
Weekly Team Meeting	Weekly	Share wins, sourcing updates, deadlines, and issues to IDS.	Prepared contributor	RFP status, contracts, handoffs, issues
1on1 With VP Event Operations	Monthly	Review workload, client risk, contracts, development, and support needs.	Prepared owner	Capacity, client experience, contract risk
Client Sourcing Status	Weekly or biweekly	Present strategy, availability, tradeoffs, decisions, and next steps.	Lead	RFP status, decision timeline, client experience
Hotel / National Sales Representative Meeting	As needed	Clarify responses, negotiate, inspect, and resolve contract or service questions.	Lead	Terms, availability, relationship, risk
Sourcing-To-Planning Handoff	Per contracted property	Transfer contracts, commitments, costs, dates, risks, and property materials.	Handoff owner	Completeness and readiness
Post-Event Hotel Review	Post-event, as needed	Verify commitments, resolve discrepancies, and document savings.	Lead with Project Manager	Commitments, savings, relationship
Quarterly Team Meeting	Quarterly	Contribute, learn, and IDS systemic sourcing or process issues.	Specialist contributor	Process and capability improvement

Processes and RACI

The RACI level describes the role's normal accountability. Project-specific assignments may narrow the scope but should not create unclear ownership.

Process	RACI	Frequency	Primary Systems	Expected Output
Sourcing Strategy	Responsible	Per project	Client brief, Cvent, CRM, research	Destinations, requirements, approach, and decision plan
RFP Management	Responsible	Active sourcing projects	Cvent, Gmail, hotel and rep channels	Complete RFP, current responses, and documented follow-up
Availability and Recommendation Decks	Responsible	Per shortlist	Google Slides, Sheets, Drive, official property materials	Accurate, decision-ready comparison and recommendation
Site Selection and Inspection	Responsible	As needed	Cvent, Calendar, travel, site materials	Organized inspections and documented decision inputs
Hotel Contract Negotiation	Responsible	Per selected property	Contracts, addenda, Gmail, Drive	Sound terms, concessions, and documented risk
Housing and Registration Support	Responsible when assigned	Per project	Swoogo, Cvent, Eventbrite, rooming lists	Accurate blocks, lists, sites, reporting, and onsite support
Sourcing-To-Planning Handoff	Responsible	Per contracted property	Asana, Drive, CRM, contract summary	Complete commitments, costs, dates, and responsibilities
Post-Event Contract Follow-Through	Responsible with Project Manager	Post-event	Contract, folio, pickup and savings records	Resolved commitments and documented savings

People and Systems

Key People To Meet

Person Or Group	Why They Matter	First Conversation
VP Event Operations, VP Event Operations	Direct manager; workload, standards, contract risk, and escalation.	Confirm sourcing priorities, authority, capacity, and approval thresholds.
Assigned client stakeholders	Define business goals, destinations, needs, priorities, and decisions.	Establish sourcing strategy, requirements, decision criteria, and cadence.
Event Project Managers	Receive sourcing outputs and own broader planning after handoff.	Agree exact handoff package, ownership transition, and ongoing sourcing support.
National sales representatives, hotels, and venues	Provide availability, terms, site information, and delivery commitments.	Establish communication, response, hold, negotiation, and release expectations.
COO / Integrator, COO	Escalation partner for material contract, financial, or client risk.	Review thresholds for nonstandard terms, exposure, and client decisions.
Finance and administrative support	Support project setup, contract records, reporting, and post-event documentation.	Clarify filing, invoice, commission, pickup, and savings workflows.

Systems To Learn First

Priority	System	Role Use	Onboarding Check
1	Cvent	RFP creation, distribution, responses, comparisons, supplier communication, and sourcing status.	Can manage a complete RFP from intake through selection.
2	Google Drive, Slides, and Sheets	Availability decks, budgets, comparisons, contracts, rooming lists, and project records.	Can produce accurate decision materials using approved standards.
3	Asana	Sourcing plans, deadlines, owners, handoffs, and status.	Can keep every sourcing project current and surface risk early.
4	Gmail, Slack, and Calendar	Client, hotel, rep, and internal communication and scheduling.	Maintains documented decisions, holds, deadlines, and follow-up.
5	Swoogo, Cvent Registration, Eventbrite, Splash, and Zkipster	Housing, registration, attendee data, sites, and onsite support as assigned.	Understands platform ownership and data-quality requirements.
6	Zoho CRM	Client, opportunity, event, and relationship context.	Can find and update required sourcing or client records.
7	Contract and research tools	Hotel contracts, addenda, legal/trend research, property and destination sources.	Can identify risk, translate terms, and document recommendations.
8	ChatGPT, Codex, and Claude	Research, drafting, synthesis, analysis, automation, and approved role workflows.	Uses the right tool, verifies outputs, protects confidential information, and follows human approval rules.

First 30 Days

Timing	Focus	Expected Evidence
Day 1	Meet VP Event Operations; review active sourcing projects, RFP deadlines, contract risks, and system access.	Can explain current workload and urgent decisions.
Week 1	Meet PMs, clients for assigned work, finance/admin, and priority hotel or national-rep contacts.	Understands handoffs, standards, and relationship expectations.
Weeks 2–3	Run a supervised RFP, build a comparison, and support a contract review.	Accurate Cvent status, decision materials, and issue list.
By Day 30	Own a sourcing project from requirements through recommended shortlist or contract path.	Manager-approved strategy, materials, timeline, and client communication.

Career Progression

Sourcing Project Manager → Senior Sourcing / Housing Project Manager → sourcing, contracting, or event-operations leadership. Growth depends on complex negotiation, destination expertise, client judgment, housing capability, process leadership, and training others.

Printable Summary

Role Summary

First Priorities When Entering The Role

Master Cvent, B Line sourcing standards, and current RFP portfolio.
Learn contract clauses, concessions, attrition, cancellation, holds, and addenda.
Build strong relationships with clients, PMs, national reps, hotels, and venues.
Produce decision-ready decks, comparisons, budgets, and recommendations.
Create a reliable sourcing-to-planning and post-event follow-through rhythm.

Primary Sources

Accountability Chart
Role/Performance Benchmarks
Sourcing and Housing Project Manager JD
Sourcing Project Manager individual Clarity Board

B Line Events, Role Clarity Board

Associate Project Manager, Events

Current Seat HolderDetails omitted in external copy

Reports ToVP Event Operations, VP Event Operations; project direction from assigned lead PM

EscalationsAssigned lead PM, then VP Event Operations

StatusRole overview, reviewed by leadership

Overview

This role-level Clarity Board is the shared overview for anyone filling the Associate Project Manager, Events seat. It defines the role standard; the current seat-holder is changeable metadata.

Project loadUp to 3 supported projects

Assigned according to complexity and development.

Project sizeUp to $100K lead scope

Larger projects are supported under a lead PM.

Primary focusAccurate execution

Completes delegated project components to standard.

Role Purpose

Supports Project Managers and Senior Project Managers by creating, maintaining, and quality-controlling the detailed project components required for successful event delivery. The role builds project-management capability through accurate task execution, organized documentation, logistics support, and onsite experience.

Four Core Accountabilities

Reliable project support

Assigned tasks and workstreams are accurate, complete, timely, and easy for the lead PM to use.

Organized documentation

Project files, decks, trackers, proposals, grids, schedules, and specifications remain current.

Positive client and team experience

Communication and follow-through build confidence with clients, vendors, and internal teammates.

Growing project ownership

The Associate progressively owns larger workstreams and appropriately scoped projects.

Supporting Outcomes

Strong logistics execution

Research, sourcing, rooming, food and beverage, floor plans, production schedules, and event specifications support delivery.

Early escalation

Questions, conflicts, missing information, and deadline risks are raised before they affect the project.

KPI Scorecard

These measures define success for the role and should be reviewed through the stated operating cadence.

KPI	Measured Through	Target Or Standard	Control
Task Completion	Asana and lead-PM review	Assigned tasks are complete, accurate, and on time.	Strong
Project Support Capacity	Asana assignments	Support up to 3 projects per month, based on complexity.	Shared
Quality Control	Lead-PM feedback and rework	Work meets B Line standards with limited preventable rework.	Strong
Client Experience	Client and project-lead feedback	Professional, responsive support on every project.	Shared
Vendor Relationships	Vendor and lead-PM feedback	Professional, timely, well-documented vendor communication.	Strong
Project Tracking	Asana and CRM	Project and assigned workstream status remain current.	Strong
Growth Readiness	Training and observed project ownership	Demonstrates increasing independence and judgment.	Shared

Current Role Priorities

These time-bound priorities belong to the named current seat-holder. They do not permanently redefine the role. Each remains a draft until the stated review or approval is complete.

Associate Project Manager · Source deadline August 5, 2026Case Study Slide Automation

Build and validate a workflow that turns completed Asana project data and the existing intake form into a finished, B Line-template-matched case-study slide without manual reformatting.

Key Results

Build and test the workflow against at least two representative completed Asana projects.
Document the mapping from every form field to its corresponding slide element in the approved Google Slides template.
Have two PMs or VP Event Operations run the workflow independently and produce usable, template-matched slides without Associate Project Manager's assistance.
Store the approved prompt with a one-page self-service usage guide.
Complete a final independent leadership test and sign-off before team-wide rollout.

Status: Draft source deadline has passed; current completion and rollout status need confirmation

Current priority details omitted from external copy.

Meetings

The role comes prepared with current evidence, decisions needed, risks, and next steps appropriate to each forum.

Meeting	Cadence	Purpose and Preparation	Role	KPIs To Map
Weekly Team Meeting	Weekly	Share wins, project updates, and issues to IDS.	Prepared contributor	Tasks, project status, blockers
1on1 With VP Event Operations	Monthly	Review workload, feedback, learning, development, and support needs.	Prepared learner / owner	Performance, capacity, development
Project Status Meeting	Weekly or biweekly	Support client alignment and present assigned workstreams when requested.	Support or present	Timeline, scope, client experience
Internal Project Meeting	Weekly or biweekly	Review delegated work, dependencies, deadlines, and questions.	Active contributor	Task completion, quality, blockers
Vendor / Venue Meeting	As needed	Support research, logistics, notes, follow-up, and assigned coordination.	Support	Vendor actions, deadlines, documentation
Closeout / Debrief	Post-event, as needed	Complete assigned reconciliation, filing, and learning capture.	Support	Closeout tasks, lessons learned
Quarterly Team Meeting	Quarterly	Come prepared with an open mind to contribute, learn, and IDS.	Active participant	Team learning and growth

Processes and RACI

The RACI level describes the role's normal accountability. Project-specific assignments may narrow the scope but should not create unclear ownership.

Process	RACI	Frequency	Primary Systems	Expected Output
Project Setup and Documentation	Responsible for assigned components	Per project	Asana, Drive, Docs, Sheets, Slides	Accurate folders, trackers, decks, grids, and project files
Proposal and Spreadsheet Support	Responsible	As assigned	Google Slides, Sheets, approved templates	Clean, accurate, quality-controlled client materials
Logistics Research and Coordination	Responsible for assigned scope	Active projects	Drive, Gmail, sourcing and vendor tools	Usable research, comparisons, and documented next steps
Project Tracking	Responsible	Weekly or more	Asana, Zoho CRM	Current status, owners, deadlines, and early escalation
Rooming, F&B, Floor Plans, Schedules, Specs	Responsible for assigned components	Per project	Sheets, Slides, registration, diagram and production tools	Complete project components approved by the lead PM
On-Site Execution	Responsible for assigned duties	Event days	Run of show, contact list, schedules, radios	Reliable execution and fast issue escalation
Closeout Support	Responsible for assigned tasks	Post-event	Asana, Drive, budget and invoice files	Complete filing, reconciliation support, and closed tasks

People and Systems

Key People To Meet

Person Or Group	Why They Matter	First Conversation
VP Event Operations, VP Event Operations	Direct manager and development owner.	Review role expectations, workload, training plan, and progression criteria.
Assigned lead Project Manager	Provides daily project direction, priorities, quality review, and feedback.	Agree communication, deadlines, workstream ownership, and review points.
Project Manager and Senior PM peers	Provide examples, coaching, and cross-project context.	Review templates, common workflows, and effective project habits.
Administrative Operations and Systems Manager, Administrative Operations and Systems Manager	Supports access, project setup, systems, and documentation standards.	Confirm access, folder structure, Asana standards, and setup handoffs.
Sourcing Project Manager, Sourcing Project Manager	Provides venue, housing, RFP, and contracting expertise.	Learn sourcing outputs and the handoff into planning.
Vendors, venues, finance, and client contacts	Supply information and depend on accurate follow-through.	Learn communication, approval, and escalation standards before taking ownership.

Systems To Learn First

Priority	System	Role Use	Onboarding Check
1	Asana	Assigned tasks, deadlines, project tracking, dependencies, and status.	Can maintain accurate tasks and surface blockers early.
2	Google Drive and Workspace	Proposals, decks, grids, schedules, research, budgets, and files.	Can use approved templates and maintain organized records.
3	Gmail, Slack, and Calendar	Internal, client, venue, and vendor communication.	Uses the correct channel and documents decisions and next steps.
4	Zoho CRM and Zoho Creator	Client, event, and project records.	Can find and update assigned records accurately.
5	Registration and sourcing tools	Swoogo, Cvent, Eventbrite, and related platforms.	Can support assigned data, research, reporting, or configuration.
6	Production and design tools	Acrobat, Illustrator, SharePoint, CAD/diagrams, schedules, and run of show.	Can access and support required files; specialist skills develop over time.
7	ChatGPT, Codex, and Claude	Research, drafting, synthesis, analysis, automation, and approved role workflows.	Uses the right tool, verifies outputs, protects confidential information, and follows human approval rules.

First 30 Days

Timing	Focus	Expected Evidence
Day 1	Meet VP Event Operations and the assigned lead PM; confirm tasks, access, calendar, and training plan.	Working access and clear first assignments.
Week 1	Learn Asana, Drive, templates, project lifecycle, communication, and quality standards.	Can locate files and complete a reviewed project component.
Weeks 2–3	Support an active project across multiple workstreams and attend client/internal/vendor meetings.	Accurate tasks, documentation, follow-up, and early questions.
By Day 30	Own a defined workstream or small project component with limited prompting.	Lead-PM-approved work and a clear development plan.

Career Progression

Associate Project Manager, Events → Project Manager, Events → Senior Project Manager, Events → Senior Project Manager II, Events → VP Event Operations. Progression depends on accuracy, reliable follow-through, client readiness, financial and logistical judgment, and increasing independence.

Printable Summary

Role Summary

First Priorities When Entering The Role

Learn the project lifecycle, file structure, Asana standards, and communication norms.
Build a reliable working relationship with VP Event Operations and assigned lead PMs.
Master core grids, decks, schedules, specifications, and project tracking.
Raise questions and deadline risks early.
Demonstrate readiness for progressively larger workstreams and client interaction.

Primary Sources

Accountability Chart
Role/Performance Benchmarks
Associate Project Manager JD
Associate Project Manager individual Clarity Board

B Line Events, Role Clarity Board

Virtual Admin + Sales Assistant

Current Seat HolderDetails omitted in external copy

Reports ToCOO / Integrator, COO / Integrator, with defined support to Founder / Visionary, Founder

EscalationsCOO for priorities and conflicts; Founder or Business Development Manager for assigned work

StatusRole overview, reviewed by leadership

Overview

This role-level Clarity Board is the shared overview for anyone filling the Virtual Admin + Sales Assistant seat. It defines the role standard; the current seat-holder is changeable metadata.

Work modelRemote

Available 8:00 AM–5:00 PM Pacific, Monday–Friday.

Role splitExecutive + sales support

Balances leadership support with pipeline execution.

Service standardSame-day default

Moves quickly and communicates clearly.

Role Purpose

Provides proactive remote administrative support to the Founder and COO while executing approved sales-support workflows. The role protects executive calendars and inboxes, coordinates logistics and research, performs LinkedIn outreach using approved messaging, maintains clean CRM data, and reports pipeline activity with fast, reliable follow-through.

Four Core Accountabilities

Prepared executives

Calendars, inboxes, meetings, travel, and logistics are accurate and handled proactively.

Consistent outreach

Approved LinkedIn and sales-support activity is completed on schedule with clear reporting.

Clean CRM

Lead, contact, activity, status, owner, and next-step data remain current and complete.

Reliable pipeline reporting

Leadership receives a concise weekly view of outreach activity, lead status, blockers, and next actions.

Supporting Outcomes

Complete delegated work

Research, formatting, vendor coordination, and special projects close without repeated follow-up.

Protected voice and confidentiality

Messages match approved leadership or B Line voice and sensitive access is handled appropriately.

KPI Scorecard

These measures define success for the role and should be reviewed through the stated operating cadence.

KPI	Measured Through	Target Or Standard	Control
Calendar Accuracy	Calendar review and manager feedback	No preventable conflicts; meetings include correct links and preparation details.	Strong
Inbox and Communication Follow-Through	Inbox review and manager feedback	Priority messages are routed, drafted, or escalated promptly.	Strong
CRM Data Quality	Zoho CRM reporting	Assigned records are complete, current, and have a clear next step.	Strong
Outreach Execution	LinkedIn and CRM activity	Approved outreach and responses are completed consistently and documented.	Strong
Weekly Pipeline Report	Weekly report	Activity, status, blockers, and next actions are accurate and delivered on time.	Strong
Task Completion	Asana and manager review	Delegated work is completed accurately, on time, and through closure.	Strong
Turnaround Time	Task and communication timestamps	Same-day action is the default unless another deadline is agreed.	Strong

Current Role Priorities

These time-bound priorities belong to the named current seat-holder. They do not permanently redefine the role. Each remains a draft until the stated review or approval is complete.

Virtual Admin + Sales Assistant · Proposed 30-day training and validation cycleSwoogo Training and Site Build

Demonstrate independent working proficiency in Swoogo by building and testing one B Line sales registration site and one draft client site using Prometheus Homeward 2028 as the controlled test case.

Key Results

Complete the assigned Swoogo training and document the core site-build workflow.
Build one internal B Line sales registration site using approved branding, required fields, confirmations, and reporting settings.
Build one draft Prometheus Homeward 2028 client site using only approved test or non-production data.
Test desktop and mobile registration, confirmations, required-field validation, links, and reporting for both sites with no critical defects.
Complete a review with the designated Event Operations owner and document corrections plus a reusable launch checklist.

Status: Draft for leadership review; deadline and reviewer need confirmation

Current priority details omitted from external copy.

Meetings

The role comes prepared with current evidence, decisions needed, risks, and next steps appropriate to each forum.

Meeting	Cadence	Purpose and Preparation	Role	KPIs To Map
1on1 With COO	Weekly	Set priorities, review completed and open work, resolve blockers, and rebalance executive versus sales support.	Prepared owner	Tasks, overdue work, blockers, support needs
Founder Support Check-In	Weekly or as needed	Review calendar, inbox, travel, personal logistics, and delegated priorities.	Prepared support partner	Accuracy, upcoming needs, decisions
Sales Meeting	Weekly when assigned	Review outreach, CRM status, lead responses, follow-up, and handoffs.	Sales-support contributor	Activity, pipeline status, data quality
Business Development Handoff	Weekly or as needed	Receive target lists, approved messaging, response rules, and priority follow-up.	Responsible executor	Outreach status and next actions
Weekly Pipeline Report	Weekly async	Summarize outreach activity, lead status, blockers, and required decisions.	Owner	Activity and CRM accuracy
Quarterly Team Meeting	Quarterly	Come prepared with an open mind to contribute, learn, and IDS.	Active participant	Team learning and process issues

Processes and RACI

The RACI level describes the role's normal accountability. Project-specific assignments may narrow the scope but should not create unclear ownership.

Process	RACI	Frequency	Primary Systems	Expected Output
Executive Calendar Management	Responsible	Daily	Google Calendar, Gmail, meeting links	Accurate calendars, resolved conflicts, and prepared meetings
Executive Inbox Support	Responsible for assigned inboxes	Daily	Gmail, approved templates, Asana	Routed, drafted, escalated, and closed messages
Travel and Personal Logistics	Responsible for assigned requests	As needed	Calendar, travel and vendor sites, Drive	Accurate bookings, confirmations, research, and documentation
LinkedIn Prospecting and Outreach	Responsible under approved direction	Daily / weekly	LinkedIn, approved lists and templates	Completed outreach, documented responses, and next steps
CRM Lead Management	Responsible	Daily	Zoho CRM	Clean records, activity history, owner, stage, and next action
Pipeline Reporting	Responsible	Weekly	Zoho CRM, Sheets, Asana	Accurate concise report with blockers and decisions
Research and Special Projects	Responsible for delegated work	As assigned	Google Workspace, web research, Asana	Useful, well-formatted, source-grounded deliverable
Sales Support Handoff	Responsible	As needed	CRM, Gmail, Slack, Asana	Prompt routing of qualified interest or decision needs

People and Systems

Key People To Meet

Person Or Group	Why They Matter	First Conversation
COO / Integrator, COO / Integrator	Primary manager; sets priorities, resolves conflicts, and reviews execution.	Agree weekly planning, completion evidence, escalation, and confidentiality boundaries.
Founder / Visionary, Founder / Visionary	Receives defined calendar, inbox, travel, logistics, LinkedIn, and research support.	Learn preferences, approval rules, voice, access boundaries, and priority signals.
Business Development Manager, Business Development Manager	Provides target strategy, approved messaging, qualification, and sales handoffs.	Agree lists, templates, response rules, CRM ownership, and reporting.
Administrative Operations and Systems Manager, Administrative Operations and Systems Manager	Coordinates systems, access, administrative workflows, and company records.	Clarify tool access, overlapping admin work, and handoff rules.
Finance, travel, and external vendors	Support bookings, purchases, records, and special projects.	Learn authorization, documentation, and escalation requirements.
Prospects and relationship contacts	Receive approved outreach and timely responses.	Understand tone, qualification signals, and when to hand off to sales leadership.

Systems To Learn First

Priority	System	Role Use	Onboarding Check
1	Google Calendar and Gmail	Executive calendars, inboxes, scheduling, preparation, and communication.	Can prevent conflicts and route priority information correctly.
2	Zoho CRM	Leads, contacts, activity, stages, next steps, and pipeline reporting.	Can maintain accurate records and produce the weekly report.
3	LinkedIn	Prospect research, approved outreach, responses, and relationship follow-up.	Uses only approved accounts, audiences, templates, and escalation rules.
4	Asana	Priorities, delegated tasks, deadlines, status, and completion evidence.	Can keep work current and flag blockers before deadlines.
5	Google Drive and Workspace	Research, reports, lists, templates, itineraries, and documentation.	Can find approved materials and create clean deliverables.
6	Slack and meeting tools	Internal coordination, updates, calls, and handoffs.	Uses the correct channel and captures action items.
7	Travel, vendor, and research platforms	Flights, hotels, appointments, comparisons, and logistics.	Follows budget, approval, confirmation, and privacy requirements.
8	ChatGPT, Codex, and Claude	Research, drafting, synthesis, analysis, automation, and approved role workflows.	Uses the right tool, verifies outputs, protects confidential information, and follows human approval rules.

First 30 Days

Timing	Focus	Expected Evidence
Day 1	Meet the COO and Founder; confirm priority rules, calendar, inbox, system access, and confidentiality.	Working access and approved communication boundaries.
Week 1	Meet Business Development and Administrative Operations; learn CRM, LinkedIn, Asana, and reporting workflows.	Can complete a supervised admin task and CRM/outreach cycle.
Weeks 2–3	Own recurring calendar, inbox, CRM, outreach, and weekly-report tasks with review.	Accurate outputs, timely escalation, and clear status.
By Day 30	Run the recurring support rhythm with limited prompting and dependable same-day follow-through.	Managers can trust calendars, CRM, outreach records, and task closure.

Career Progression

Virtual Admin + Sales Assistant can progress along two lanes: Administrative Operations coordination and systems management, or Sales Development / Business Development. Advancement depends on judgment, accuracy, initiative, CRM discipline, communication quality, and increasing ownership.

Printable Summary

Role Summary

First Priorities When Entering The Role

Learn executive preferences, approval boundaries, confidentiality, and priority rules.
Master Google Calendar, Gmail, Zoho CRM, LinkedIn, Asana, and Drive.
Clarify the split and handoffs between executive support, sales support, and administrative operations.
Establish a reliable daily status and weekly pipeline-report rhythm.
Demonstrate same-day follow-through with early escalation when priorities conflict.

Primary Sources

Current Virtual Assistant — Admin + Sales Support JD
Accountability Chart update from COO / Integrator
Virtual Admin + Sales Assistant onboarding and one-on-one process evidence

B Line Events, Role Clarity Board

Administrative Operations and Systems Manager

Current Seat HolderDetails omitted in external copy

Reports ToCOO / Integrator, COO / Integrator

EscalationsCOO; Founder or VP Event Operations for their delegated priorities

StatusRole overview, reviewed by leadership

Overview

This role-level Clarity Board is the shared overview for anyone filling the Administrative Operations and Systems Manager seat. It defines the role standard; the current seat-holder is changeable metadata.

Role typeIndividual contributor

No direct reports.

Core scopeAdministration + systems

Owns reliable company operating support.

Growth laneRegistration project management

May develop as company needs and capability align.

Role Purpose

Keeps B Line Events' administrative and operating systems organized, current, and moving forward. This individual-contributor role owns core company administration, project setup, system administration, recurring reporting, complete follow-through, and defined marketing-operations support while enabling leadership and project teams to work efficiently.

Four Core Accountabilities

Reliable operating systems

CRM, Asana, Slack, Harvest, subscriptions, and administrative records remain organized and usable.

Complete project setup

New projects launch with accurate tasks, owners, deadlines, dependencies, files, and tracking.

Strong follow-through

Assignments move through quality check, stakeholder confirmation, filing, and closure.

Effective leadership support

COO, Founder, and VP Event Operations receive clear, completed support on delegated priorities.

Supporting Outcomes

Accurate company administration

HR, insurance, office, vendor, banking, gifting, and business-service workflows remain current.

Clean marketing operations

Approved newsletters and assigned marketing projects are built, checked, sent, and reported accurately.

KPI Scorecard

These measures define success for the role and should be reviewed through the stated operating cadence.

KPI	Measured Through	Target Or Standard	Control
Task Reliability	Asana status and manager review	Tasks, due dates, notes, and status are current; risks are raised early.	Strong
Project Setup Accuracy	Setup checklist and PM confirmation	Projects include required owners, dates, dependencies, files, and systems.	Strong
CRM and Reporting Accuracy	Zoho and recurring reports	Records and reports are current, accurate, and delivered on cadence.	Strong
System Administration	Access and issue log	Users, workspace structure, subscriptions, and basic troubleshooting are handled promptly.	Strong
Assignment Closure	Asana and stakeholder confirmation	Work includes final quality check, filing, confirmation, and task closure.	Strong
Newsletter Operations	Send checklist and reports	Approved lists, QA, scheduling, sending, and results reporting are accurate.	Shared
Office and Business Services	Task records and team feedback	Office, HR, insurance, gifting, and administrative needs are reliably supported.	Strong

Current Role Priorities

These time-bound priorities belong to the named current seat-holder. They do not permanently redefine the role. Each remains a draft until the stated review or approval is complete.

Administrative Operations and Systems Manager · Proposed 30-day Phase 1 validation; broader integration timing requires confirmationProject Setup Automation

Create a reliable signed-SOW-to-project-setup workflow that uses approved templates to initiate Asana, Drive, budget, planning, and handoff assets accurately and on time.

Key Results

Document the authoritative trigger, required source fields, service-line template rules, owners, and exception path for every new project.
Validate that the current Phase 1 integration creates the correct Asana setup project, naming, portfolio placement, and Administrative Operations and Systems Manager ownership without missed or duplicate projects.
Design and test the next-step checklist for the Asana project planner, Google Drive folder, planning deck, and working budget, keeping manual review where judgment is required.
Test at least three representative signed-SOW scenarios and achieve 100% setup within 48 hours, no critical data errors, and no missed projects.
Publish operating documentation, failure alerts, pause or recovery instructions, and a human review checklist before broader rollout.

Status: Draft consolidated from Asana, Slack, and Drive; Phase 1 is reported live but needs measured validation

Current priority details omitted from external copy.

Meetings

The role comes prepared with current evidence, decisions needed, risks, and next steps appropriate to each forum.

Meeting	Cadence	Purpose and Preparation	Role	KPIs To Map
Weekly Team Meeting	Weekly	Share wins, systems or project updates, and issues to IDS.	Prepared contributor	Tasks, systems, projects, issues
1on1 With COO	Weekly	Agree priorities, review open work, reset competing deadlines, and resolve blockers.	Prepared owner	Completion, overdue work, systems, development
Project Setup / Handoff	Per sold project	Confirm required documents, systems, owners, dates, and readiness.	Administrative setup owner	Setup completeness and accuracy
Newsletter Planning	Twice monthly or as needed	Receive content direction, confirm audience, build, QA, schedule, and report.	Marketing operations owner	Send readiness and results
Systems / Vendor Meeting	As needed	Coordinate Zoho, software, HR, insurance, banking, or vendor support.	Internal owner / coordinator	Issue status, decision, completion
Quarterly Team Meeting	Quarterly	Come prepared to contribute, learn, and IDS system or process issues.	Active participant	Process adoption and priorities

Processes and RACI

The RACI level describes the role's normal accountability. Project-specific assignments may narrow the scope but should not create unclear ownership.

Process	RACI	Frequency	Primary Systems	Expected Output
CRM and Recurring Reporting	Responsible	Weekly and monthly	Zoho CRM, Zoho consultant, Sheets	Accurate records, reports, and resolved data issues
Asana and Slack Administration	Responsible	Ongoing	Asana, Slack, access records	Working access, organized workspaces, standards, and basic support
Project Setup	Responsible	Per sold project	Zoho, Asana, Drive, Harvest, SOW and setup templates	Complete project environment with owners and dates
Administrative Inbox and Requests	Responsible	Daily	Gmail, Asana, Slack	Routed, resolved, tracked, and closed requests
Leadership and Operations Support	Responsible for delegated work	Weekly	Google Workspace, Asana, contracts, presentations	Complete, quality-controlled management support
HR and Business Services Administration	Responsible	As needed	Insperity, Drive, vendor portals, records	Current paperwork, coordination, and documented completion
Marketing Operations	Responsible for execution	Twice monthly or as assigned	Newsletter platform, distribution lists, Drive	Approved, accurate send and results report
Office and Relationship Administration	Responsible	Ongoing	Vendor records, phone, shipping, supplies, gifting tools	Reliable office and relationship support

People and Systems

Key People To Meet

Person Or Group	Why They Matter	First Conversation
COO / Integrator, COO / Integrator	Direct manager; priorities, systems, company operations, and final escalation.	Agree weekly priority-setting, completion evidence, and Responsible versus Accountable boundaries.
Founder / Visionary, Founder / Visionary	Receives defined executive and company support.	Clarify delegated requests, communication route, and when COO alignment is required.
VP Event Operations, VP Event Operations	Depends on project setup, systems, reporting, and administrative support.	Review setup standards, handoffs, and Event Operations support needs.
Business Development Manager, Business Development Manager	Provides newsletter content direction and sales handoff information.	Agree newsletter inputs, audience approvals, dates, and project-setup handoff.
Zoho consultant and software vendors	Provide specialist system support.	Clarify issue intake, approval, testing, documentation, and closure.
Finance, Insperity, insurance, and business-service partners	Depend on accurate documents and coordination.	Review required records, deadlines, approval routes, and escalation.
Project Managers	Depend on accurate setup, files, tasks, reporting, and closeout support.	Review what complete project setup and a usable handoff look like.

Systems To Learn First

Priority	System	Role Use	Onboarding Check
1	Asana	Project setup, priorities, task status, follow-through, and completion evidence.	Can administer users and standards and keep assigned work current.
2	Zoho CRM and Zoho Creator	Client, event, project, CRM data, and recurring reporting.	Can maintain records and route specialist issues appropriately.
3	Google Workspace and Drive	Contracts, reports, correspondence, presentations, HR and operating records.	Uses approved file structure and produces quality-controlled documents.
4	Slack and Gmail	Administrative inbox, team requests, routing, updates, and escalation.	Can route or close requests without repeated follow-up.
5	Harvest	Project time-tracking setup and reporting.	Can configure new projects and confirm accurate use.
6	QuickBooks outputs, Chase, and finance workflows	Cards, banking administration, invoices, and financial coordination.	Follows authority boundaries and maintains complete documentation.
7	Newsletter and design tools	Distribution lists, builds, QA, approved sends, reporting, Photoshop/InDesign as helpful.	Can execute an approved send and report results accurately.
8	Insperity and business-service portals	HR paperwork, insurance, vendors, and company services.	Can complete required administration and protect confidential information.
9	ChatGPT, Codex, and Claude	Research, drafting, synthesis, analysis, automation, and approved role workflows.	Uses the right tool, verifies outputs, protects confidential information, and follows human approval rules.

First 30 Days

Timing	Focus	Expected Evidence
Day 1	Meet the COO; confirm weekly priorities, authority, calendar, access, and confidentiality rules.	Working access and agreed first-week plan.
Week 1	Meet Founder, VP Event Operations, Business Development, PMs, finance, and key systems partners.	Understands customers for the role and critical handoffs.
Weeks 2–3	Complete a supervised project setup, recurring report, system task, and administrative request through closure.	Accurate outputs with documented stakeholder confirmation.
By Day 30	Run the weekly priority and status rhythm with reliable system and task hygiene.	Manager sees concise status, early risk flags, and complete follow-through.

Career Progression

Virtual or administrative support → Administrative Operations and Systems Manager → broader Business Operations, Systems, or Registration Project Management leadership, depending on company needs and demonstrated capability.

Printable Summary

Role Summary

First Priorities When Entering The Role

Understand weekly priorities, authority boundaries, and the definition of complete.
Gain access to Asana, Zoho, Slack, Google Workspace, Harvest, finance, HR, and newsletter systems.
Learn project setup and recurring-report standards.
Meet internal customers and specialist vendors for each owned system.
Demonstrate early escalation, quality control, filing, confirmation, and closure.

Primary Sources

Accountability Chart
Administrative Operations and Systems Manager JD, effective September 15, 2026
Executive Business Administrator benchmarks and historical Clarity Board