Meetings and Events Senior Project Co-ordinator

Emota•Philadelphia, PA

2d•Remote

About The Position

Our team of Project Co-ordinators and Senior Project Co-ordinators dedicated to our Meetings and Events capability, are the true backbone of our efforts to achieve the logistical elements of our memorable meetings and events. Working for one or more of our clients, you will organize and co-ordinate the logistics of registration, travel, transportation and accommodation to provide a first-class attendee experience. You will work on a range of meetings and events as part of a team to deliver an impeccable attendee experience pre-event, on-site and post event.

Requirements

Previous corporate event management experience (minimum of 2 years)
Client liaison skills
Team motivator and professional team member
A willingness to support and guide more junior members of the team
A focus on accuracy, consistency and dedicated to customer service
The ability to work on clear tasks unsupervised
Intermediate level Excel (can maintain complex spreadsheets) and Microsoft Office Suite
With enthusiasm in abundance, you will be organised
The flexibility and desire to travel nationally and internationally

Responsibilities

Manage smaller-scale events, independently, or with support of Meeting and Events Project Co-ordinator(s)
Create event websites, including collation and inputting of attendee information and generation of reports
Support with the selection of venues and production of event proposals
Manage attendee communications and associated timelines
Ensure that project trackers and the team overall is up to date with all aspects of attendee arrangements throughout the course of the event
Produce signage, badges, on-site manuals and other event collateral
Co-ordinate the ordering and shipping of on-site equipment
Work with Project Managers and Operations Finance Partners to set-up, manage and reconcile project budgets promptly and align with company processes (including supplier invoice management)
Manage supplier partners for smaller type events
Deliver financial aspects of events following company processes
With support from Operations Finance Partners, assist with identification and documentation of any cost avoidance / saving measures
Ensure compliance spend data is collated following company procedures working in collaboration with audit teams
Help with scope management
Be the primary contact for clients on smaller events, leading communications to ensure expectations are met
Set-up and maintain client files from confirmation of event to completion and evaluation
Help with selection of venues and production of event proposals
Identify any opportunities for growth and bring in Director of Events and Client Engagement Director
Be a subject matter expert for client processes to guide and support colleagues across the account
Be an ambassador for the agency
To work with appropriate teams to ensure the delivery of client measurables
Display an understanding of compliance, including PhRMA guidelines, when working with healthcare clients
Understand, apply and promote our mission, vision and values
Comply with all company and client procedures
To be mindful of environmental sustainability in all aspects of your role and incorporate this mindset in your approach