Meetings and Events Client Operations Co-ordinator

Job Title: Meetings and Events Client Operations Executive

Brand: Emota

Location: USA: Philadelphia - Remote or Hybrid

Reporting to: Client Operations Manager

Direct report(s): None                                                                                                                                          

A bit about the role …

You will provide data and compliance analysis and financial admin support to your client teams by managing compliance and operational processes following internal and client guidelines.

This role is a permanent role working in a hybrid or remote capacity in our Philadelphia office.

We offer a comprehensive benefits package to you including volunteer days, enhanced annual leave with an option to buy/sell, 401k and many other benefits.

What will you do …

Data Compliance:

·         Tracking meetings with Healthcare Professionals and support reporting within required deadlines

·         Work with planning teams to gather all necessary information and documentation, breaking down reportable spend

·         Validate and enter attendees data into client specified templates within a designated time frame

·         Work with Project Manager and Project Executive on required edits to pass audit

·         Post meeting ToV (Transfer of Value) reporting

Financial Control and Management:

·         Liaison with the Project Manager and Project Executive to ensure accurate billing pre and post event

·         Expense tracking and reimbursement

·         Supplier Invoice payments and credit card reconciliation

·         Track payment status of client invoices and work with Project Managers to ensure payment

Project/Operational Management:

·         Create project folders

·         Help organize team events and meetings

·         Administrative tasks

General:

·         Attendance and contribution at team meetings

·         Ensure compliance with all company and client policies, procedures and security protocols

·         Assist new starters by taking on the role of ‘Buddy’

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

·         To achieve quality and accuracy of output following company processes and client expectations

·         To shape and prioritize own workload to meet goals and deadlines

·         Attend regular meetings with operations to represent and align data compliance process with operational SOPs

·         Develop and implement templates and reference tools when and operational need is presented

What do you need to have …

·        Operational experience preferrable

·        An interest in the meetings and events industry

·        Detail focussed

·        A focus on accuracy, consistency and dedicated to customer service

·        Ability to work within a team as well as independently

·        Ability to work on a broad range of tasks

.        Be based in either central or eastern US time for European team and client meetings / calls

A bit about us ….

Emota 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 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! 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.