Inizio Engage XD
Meetings and Events Project Manager
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Job Title: Meetings and Events Project Manager
Brand: Emota
Location: UK: London or Manchester, hybrid (working a minimum of 2 days a week in the nearest office with remaining days worked remotely within the UK)
Reporting to: Project Director
Direct report(s): None
A bit about the role …
Reporting into a Project Director you will manage global meetings, events, and congress participation for our pharmaceutical clients. You will ensure each event is profitable, compliant, and meets clients and team's expectations. You will be responsible for all logistical elements and budget management and be supported by a Project Executive who will manage the attendee participation.
This role, which includes national and international travel, will involve client partner, supplier, and financial management at all stages of the delivery - pre, on-site, and post event.
We offer a comprehensive benefits package to you including volunteer days, enhanced annual leave with an option to buy/sell, company pension, life and health insurance, and many other benefits.
What will you do …
Project Management:
- Manage all venues and associated logistical arrangements including congress attendance and business center, dinners and break-outs, and housing blocks and attrition
- Manage congress sponsorship activity on behalf of your client including approval process, liaison with client contracting team, and booth providers
- Manage and coordinate client requirements with all 3rd party suppliers/internal service providers
- Produce, manage, and circulate important communications e.g. weekly status reports to all main meeting partners
- Travel on-site to conduct site inspections including planning meetings with all suppliers and for delivery of the event
- Manage post-event metric reporting
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Client Liaison and Development:
- Deliver first-class customer service following clients' goals
- Plan, attend, and implement client planning meetings – face-to-face, hybrid, and virtual including debriefs
Financial Management:
- Responsible for the preparation and maintenance of budgets, throughout the lifecycle of each event including approving invoices
- Ensure financial tracking of each event and conduct regular 'health checks' to ensure positive cash flow
- Accomplish scope management – to identify and charge clients for out-of-scope activities
- Track cost avoidance / saving measures
- Ensure compliance with company and client invoicing processes
- Responsible for the preparation and maintenance of congress cross-charge budgets, throughout the lifecycle of each event
General:
- To work with appropriate support departments to ensure the delivery of client measurables
- Assist new starters by taking on the role of 'Buddy'
- Apply our mission, vision, and values
- Comply with all company and client procedures
- Maintain good long-term relationships with hotels, venues, and suppliers, to ensure the best value for money for your clients
- Be an ambassador for the agency
- To be mindful of environmental sustainability in all aspects of your role and incorporate this mindset in your approach
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What do you need to have …
- Organiser with a minimum of 4 years event management delivery of corporate events
- Live within a commutable distance (within 1 hour) of one of our UK offices in London or Manchester
- Experience managing event budgets from initial budget, through revisions and reconciliation
- Client liaison skills
- Team motivator and professional team member
- A focus on accuracy, detail, consistency, and dedicated to customer service
- Intermediate level Excel (can maintain complex spreadsheets)
- The ability and desire to travel on-site internationally
A bit about us …
Emota is an award-winning global events agency that creates and delivers engaging, impactful experiences.
Inizio Engage XD is an unusually shaped communications group that creates experiences that inspire lasting change. We partner with clients to provide employee engagement, learning and training solutions, scientific engagement, and capability building, all underpinned by applied behavioral science. We engage internal and external audiences through the delivery of live and virtual experiences, film, digital, and immersive content.
Don't meet every job requirement? That's okay! We are dedicated to building a diverse, inclusive, and authentic workplace. If you're excited about this role, but your experience doesn't perfectly fit every qualification, we encourage you to apply anyway. You may be just the right person for this role or others.
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