Meetings and Events Senior Project Manager

Emota•Philadelphia, PA

1d•Hybrid

About The Position

As an experienced Senior Project Manager specializing in Meetings and Events, you will play an important role in the planning of global projects for our renowned clients. You will use your project management skills to achieve all logistical elements and associated budgets of our projects, whilst mentoring our Project Co-ordinators to follow the same. Your role, which includes national and international travel, will involve client, partner, supplier, team, and financial management at all stages of the delivery - pre, on-site and post event.

Requirements

Previous experience (5+ years) of managing and delivering meetings and events in a corporate setting (ideally internationally)
Experience managing event budgets from creation through to revisions and reconciliation
Meeting and event project management and resource skills
A customer-centric approach to event delivery
Previous experience leading teams to success
Proficiency in a range of event management software, project management tools and Microsoft 365 suite (including Excel and ability to maintain complex spreadsheets)
The flexibility and desire to travel both nationally and internationally and manage busy event schedules on-site

Nice To Haves

Experience working with Pharmaceutical / Healthcare clients is preferable

Responsibilities

Lead the project from a client, internal team and external partner perspective
Lead small to medium sized projects that involve several Emota / XD service lines, being the main contact for the client and ensuring a seamless delivery
Ensure that the highest standards of event planning and delivery are maintained through the leadership of Project Executives
Oversee the building of apps and content
Manage post event metric reporting
Manage all hotels and venues and associated logistical arrangements.
Co-ordinate client requirements with all 3rd party suppliers, promoting relationships
Manage communications e.g. weekly status reports to all internal and external partners
Travel on-site to conduct site inspections including planning meetings with all suppliers and for delivery of the event
Attend on-site at Meetings and Events held both nationally and internationally
Ensure delivery of all events following regulatory and client-defined compliance guidelines
Conduct meetings and communicate with clients to develop relationships
Identify new opportunities and leads for our business development to share with Client Engagement Director
Help present event proposals to clients
Plan, attend and accomplish client planning meetings both F2F and virtual
Manage preparation of supportive meeting planning materials for client planning meetings
Ensure your client is up to date with all aspects of meeting planning arrangements throughout the course of the program
Lead relevant aspects of client debrief post event
Be a subject matter expert for client account to guide and support colleagues across the account
Lead the end-to-end event budget within the company financial tools
Manage the preparation and maintenance of budgets, throughout the lifecycle of each event
Approve all client invoices before dispatch
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
Identify and measure cost avoidance / saving measures
Ensure compliance with company and client invoicing and financial processes
Ensure time is logged for the project
Work with Project Director to prioritize staff and resources to meet goals and deadlines
Assist Project Director with recruitment of Project Managers, Project Executives and provide input to their mentoring and development
Conduct scheduled 1:1s with direct reports to ensure they are supported and that client deliverables are met
Be an ambassador for the agency
Attend and contribute at team meetings
Collaborate with other departments to ensure the delivery of client goals
Work towards client and our service level agreements (SLAs) for all events
Understand, apply, and promote our mission, vision, and values
Comply with all company and client procedures, including those relating to Health & Safety, privacy and security
Display an understanding of compliance when working with healthcare clients
Comply with all client and company privacy and security protocol
Apply a knowledge of our range of services
To be mindful of environmental sustainability in all aspects of your role and incorporate this mindset in your approach