Meetings and Events Project Co-ordinator

Emota•Philadelphia, PA

About The Position

The Meetings and Events Project Co-ordinator works for one or more clients to organize and coordinate registration, travel, transfers, and accommodation for event delegates. The role supports the Project Manager and designated team in delivering the delegate experience before, during, and after events, and includes national and international travel. Events may include investigator meetings, advisory boards, congresses, conferences, gala dinners, sales meetings, and KOL meetings. The position covers delegate and database management, client liaison and development, and event budget support. The co-ordinator administers event websites and registrations, manages attendee arrangements and communications, prepares event materials, coordinates on-site equipment, and attends events. The role also supports venue selection, client account relationships, financial processes, budgets, scope management, and final reconciliations. Environmental sustainability should be considered in all aspects of the work.

Requirements

At least 1 year of event management experience in a corporate setting.
Client liaison skills.
Ability to motivate a team and contribute as a professional team member.
Accuracy, consistency, and dedication to customer service.
Intermediate Excel skills, including the ability to maintain complex spreadsheets, and proficiency with the Microsoft Office Suite.
Strong organizational skills and enthusiasm.
Flexibility and willingness to travel domestically and overseas.

Nice To Haves

Cvent experience.

Responsibilities

Set up and administer event websites, including collecting and entering delegate details.
Manage invitations and attendee arrangements, including registration, air travel, accommodation, and ground transportation.
Manage attendee communications and related timelines.
Keep the Project Manager updated on delegate arrangements throughout each program.
Produce signage, badges, on-site manuals, and other event documentation.
Order currency, uniforms, mobile phones, laptops, and other on-site equipment.
Attend events on site.
Help select venues and prepare event proposals.
Consider environmental sustainability in all aspects of the role.
Set up and maintain client files from event confirmation through completion and evaluation.
Manage client communications and related timelines.
Develop client accounts by managing delegate relationships through operational delivery.
Deliver event financial activities in accordance with company processes.
Help identify and document cost avoidance and savings measures.
Follow company and client invoicing processes.
Help manage event scope.
Help prepare budgets and final reconciliations within agreed timelines.