Meetings and Events Project Co-ordinator

Emota•Philadelphia, PA

About The Position

You will work for one or more of our clients, organizing and co-ordinating the logistics of registration, travel, transfers and accommodation to provide a delegate experience. This role, which includes national and international travel, will support the Project Manager and designated team in the delivery of the delegate management experience, both pre, on-site and post event. By being responsible for the delegate experience you will work on a range of meetings and events including investigator meetings, advisory boards, congresses, conferences, gala dinners, sales meetings and KOL meetings. We offer a comprehensive benefits package to you including volunteer days, enhanced annual leave with an option to buy/sell, 401k, life and health insurance and many other benefits. 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.

Requirements

1+ years of event management experience in a corporate setting
Client liaison skills
Team motivator and professional team member
A focus on accuracy, consistency and dedicated to customer service
Intermediate level Excel (can maintain complex spreadsheets) and Microsoft Office Suite
With enthusiasm in abundance, you will be organized
The flexibility and desire to travel domestically and overseas

Nice To Haves

Cvent experience would be advantageous

Responsibilities

Set-up and administer event websites. Including collation and inputting of delegate details
Manage the invitation and attendee management process including meeting registration, air travel, housing and ground transportation
Manage attendee communications and associated timelines
Ensure Project Manager is up to date with all aspects of delegate arrangements throughout the course of the program
Produce signage, badges, on-site manuals and other documentation
Order currency, uniforms, mobile phones, laptops and other on-site equipment
On-site attendance at events
Help with the selection of venues and production of event proposals
To be mindful of environmental sustainability in all aspects of your role and incorporate this mindset in your approach
Setting-up and maintenance of client files from confirmation of event to completion and evaluation
Manage client communications and associated timelines
Foster the development of your client account by managing delegate relationships through operational delivery
Deliver financial aspects of events following company processes
Help with identification and documentation of cost avoidance / saving measures
Comply with company and client invoicing processes
Help with scope management
Help prepare budgets and final reconciliations within agreed timelines