Meetings and EventsProject Manager

Emota•Philadelphia, PA

2h•Hybrid

About The Position

Reporting into a Project Director you will manage global meetings, events and congress participation for our pharmaceutical clients. You will ensure each event is profitable, compliant and meets clients and team's expectations. You will be responsible for all logistical elements and budget management and be supported by a Project Executive who will manage the attendee participation. 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, 401k and many other benefits.

Requirements

Organizer with a minimum of 4 years event management delivery of corporate events
Experience managing event budgets from initial budget, through revisions and reconciliation
Client liaison skills
Team motivator and professional team member
A focus on accuracy, detail, consistency and dedicated to customer service
Intermediate level Excel (can maintain complex spreadsheets)
The ability and desire to travel on-site internationally

Responsibilities

Manage all venues and associated logistical arrangements including congress attendance and business center, dinners and break-outs and housing blocks and attrition
Manage congress sponsorship activity on behalf of your client including approval process, liaison with client contracting team and booth providers
Manage and co-ordinate client requirements with all 3rd party suppliers/internal service providers
Produce, manage and circulate important communications e.g. weekly status reports to all main meeting partners
Travel on-site to conduct site inspections including planning meetings with all suppliers and for delivery of the event
Manage post event metric reporting
Deliver first class customer service following clients goals
Plan, attend and implement client planning meetings – face-to-face, hybrid and virtual including debriefs
Responsible for 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 processes
Responsible for the preparation and maintenance of congress cross charge budgets, throughout the lifecycle of each event
To work with appropriate support departments to ensure the delivery of client measurables
Assist new starters by taking on the role of 'Buddy'
Apply our mission, vision and values
Comply with all company and client procedures
Maintain good long-term relationships with hotels, venues and suppliers, to ensure the best value for money for your clients
Be an ambassador for the agency
To be mindful of environmental sustainability in all aspects of your role and incorporate this mindset in your approach