Meetings and Events Project Manager

Job Title: Meetings and Events Project Manager

Brand: Emota

Location: UK:  Ashby-de-la-Zouch, London or Manchester / Hybrid

Reporting to: Project Director

Direct report(s): None

As an experienced Project Manager specialising in Meetings and Events, you will play an important role in the planning of global projects for our renowned clients.

With experience you will use your project management skills to achieve all logistical elements and associated budgets of our projects.

 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 you’ll be doing …

Project Management:

·         Overall lead of the project from a client, internal team, and external partner perspective

·         Manage all hotels and venues and associated logistical arrangements

·         Coordinate client requirements with all 3rd party suppliers, promoting relationships

·         Manage all F&B requirements

·         Produce, manage, and circulate communications to all partners

·         Lead project teams to ensure all deliverables are met

·         Travel on-site to conduct site inspections including planning meetings with all suppliers and for delivery of the event

·         Demonstrate a knowledge of domestic and international venues and destinations to recommend options that meet client’s goals

·         Attend on-site at Meetings and Events held both nationally and internationally

·         Manage post event metric reporting

 Budget Management:

·         Lead the end-to-end event budget within the company financial tools

·         Oversee 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 and financial processes

·         Ensure time is logged for the project

·         Submit accurate final reconciliation of events within agreed timelines

·         Ensure spend is tracked and files are audit-ready from a compliance and financial perspective

Client Liaison and Development:

·         Deliver first class customer service to meet client's goals

·         Develop event proposals to meet the client’s goals

·         Lead client planning meetings, pre-event, on site and post-event debriefs

General:

·         Be an ambassador for the agency

·         Take an active role in learning and sharing knowledge about the services and departments within our business to offer the best solutions to our clients and grow our expertise

·         Attend and contribute at team meetings

·         Work with appropriate teams to ensure the delivery of client measurables

·         Work towards client and company-driven service level agreements (SLAs) for all events

·         Support new starters in the business

·         Understand, apply, and promote our mission, vision, and values

·         Comply with all company and client procedures, including those relating to Health & Safety

·         Display an understanding of compliance, including ABPI and PhRMA guidelines, when working with healthcare clients

·         Maintain good long-term relationships with hotels, venues, and suppliers, to ensure the best value for money for your clients

What do you need to have …

·         Previous experience (3+ years) of managing and delivering events and meetings in a corporate setting

·         Experience managing event budgets from creation through to revisions and reconciliation

·         Project management and resource management skills

·         A customer-centric approach to event delivery

·         Proficiency in a range of event management software, project management tools and Microsoft 365 suite (including Excel and ability to maintain complex spreadsheets)

·         Flexibility and a desire to travel both nationally and internationally and manage busy event schedules on-site

·         Experience working with Pharmaceutical/Healthcare clients is preferable

A bit about us ….

Emota (combining the power of the business formerly known as Ashfield Event Experiences and WRG) is an award-winning global events agency that creates and delivers engaging, impactful experiences.

 Part of Inizio Engage XD, we are 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 behavioural 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! Our company is 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.