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, organizing and coordinating the logistics of event registration, travel, transfers, and accommodation to deliver a positive delegate experience. The role supports the Project Manager and designated team in delivering delegate management 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 role covers delegate and database management, client liaison and development, and event budget administration. The co-ordinator manages event websites, registrations, attendee communications and arrangements, prepares event materials, supports on-site delivery, maintains client files and relationships, and helps with budgets, reconciliations, invoicing, scope management, and cost-saving measures. Environmental sustainability should be considered throughout the role.

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 Microsoft Office Suite.
Strong organizational ability 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 informed about delegate arrangements throughout each program.
Produce signage, badges, on-site manuals, and other 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.
Support client account development by managing delegate relationships through operational delivery.
Deliver the financial aspects of events in accordance with company processes.
Help identify and document cost-avoidance and cost-saving measures.
Follow company and client invoicing processes.
Help manage event scope.
Help prepare budgets and final reconciliations within agreed timelines.