Emota
Meetings and Events Project Manager
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Meetings and Events Project Manager
Meetings and Events Project Manager
Brand: Emota
Location: UK: Ashby-de-la-Zouch or Manchester (hybrid, minimum 2 days per week in the office)
Reports to: Project Director
Direct reports: None
About the Role
Reporting into a Project Director, you will manage global meetings, events, and congress participation for our pharmaceutical clients. Your focus will be ensuring each event is profitable, compliant, and aligns with client and team expectations. Responsibilities include overseeing all logistical aspects, managing budgets, and collaborating closely with a Project Executive—who handles attendee participation.
This role requires significant national and international travel, encompassing client, supplier, and financial management across the full project lifecycle: pre-event, on-site, and post-event.
Benefits
Emota offers a comprehensive benefits package, including:
- Volunteer days
- Enhanced annual leave with options to buy/sell
- Company pension scheme
- Life and health insurance
- Additional employee perks
Your Responsibilities
Project Management
- Oversee and manage venues and associated logistical arrangements, including:
- Congress attendance and business centre management
- Dinners and break-out sessions
- Housing blocks and attrition policies
- Manage congress sponsorship activity on behalf of clients, including:
- Approval processes
- Liaison with client contracting teams
- Coordination with booth providers
- liaise between clients and external/internal 3rd party suppliers
- Develop, distribute, and maintain key communications (e.g., weekly status reports) for all primary stakeholders
- Conduct on-site inspections and planning meetings with suppliers—both pre- and post-event—to ensure the meeting delivery runs smoothly
- Generate and compile post-event performance reports
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Client Liaison & Development
- Deliver outstanding customer service, ensuring all client objectives are met
- Plan, coordinate, and execute client meetings (face-to-face, hybrid, or virtual), including post-event debriefs.
Financial Management
- Prepare and maintain budgets throughout each event’s lifecycle, including approval of relevant invoices
- Monitor financial progress and conduct regular self-checks to safeguard cash flow health
- Implement scope management (tracking extra out-of-scope requests, charging clients appropriately)
- Track cost avoidance or savings measures
- Ensure compliance with both company and client invoicing protocols
- Prepare and maintain congress cross-charge budgets during the full event lifecycle
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General Responsibilities
- Work with involved departments to ensure attainment of client-defined metrics
- Mentor new colleagues by assuming a buddy or orientation role
- Live by Emota’s mission, vision, and values
- Adhere to all applicable company and client procedures
- Foster long-term partnerships with hotels and venues to secure value for clients
- Serve as an ambassador for the agency
- Advocate for environmental sustainability in all aspects of your work
Your Qualifications
- minimum 4 years’ experience in delivering corporate events
- Hands-on experience in managing event budgets, including:
- Original budget development
- Revision tracking
- Financial reconciliation
- Professional client liaison skills
- Ability to motivate teams and demonstrate collaborative professionalism
- Strong attention to detail, accuracy, consistency in processes
- Commitment to exceptional customer service
- Intermediate level Excel (capable of managing complex spreadsheets)
- Willingness to travel internationally on a consistent basis
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