Meetings and Events Project Co-ordinator

Emota; Greater London; Hybrid; GBP 30,000 - 42,000; Full time

Benefits offered by this job

Volunteer days

Enhanced annual leave

Company pension

Life and health insurance

Job summary

Emota is seeking a Meetings and Events Project Co-ordinator to manage delegate experiences across national and international events. The role supports the Project Manager and teams, handling registration, travel, transfers and accommodation to ensure smooth on-site and post-event delivery.

The ideal candidate will have event management experience or a degree, plus strong Excel and Microsoft Office skills, and be willing to travel. Hybrid work with London or Manchester offices is offered.

Qualifications

• Within commutable distance to London or Manchester offices.
• Either previous event management experience or a degree in event management.
• Client liaison skills.
• Strong organisation skills with attention to detail.
• Flexibility and willingness to travel overseas.

Responsibilities

• Set-up and administer event websites including collation of delegate details.
• Manage invitation and attendee management including registration, travel, housing and transport.
• Manage attendee communications and timelines.
• Ensure the Project Manager is updated on all delegate arrangements.
• Produce signage, badges, on-site manuals and other documentation.
• Arrange on-site equipment and supplies (currency, phones, laptops).
• Assist with venue selection and production of event proposals.
• Incorporate environmental sustainability in all aspects of the role.

Skills

Client liaison

Team leadership

Attention to detail

Organisation

Education

Event management degree

Tools

Excel

Microsoft Office Suite

Job description

Meetings and Events Project Co-ordinator

Location: London or Manchester

Hybrid working a min of 2 days a week in closest office with remaining 3 days able to be worked remotely

Reporting to

Senior Project Manager

None

A Bit About The Role …

You will work for one or more of our clients, organising and co-ordinating the logistics of registration, travel, transfers and accommodation to provide a delegate experience.

This role, which includes national and international travel, will support the Project Manager and designated team in the delivery of the delegate management experience, both pre, on-site and post event.

By being responsible for the delegate experience you will work on a range of meetings and events including investigator meetings, advisory boards, congresses, conferences, gala dinners, sales meetings and KOL meetings.

We offer a comprehensive benefits package to you including volunteer days, enhanced annual leave with an option to buy/sell, company pension, life and health insurance and many other benefits.

Delegate And Database Management

• Set-up and administer event websites. Including collation and inputting of delegate details
• Manage the invitation and attendee management process including meeting registration, air travel, housing and ground transportation
• Manage attendee communications and associated timelines
• Ensure Project Manager is up to date with all aspects of delegate arrangements throughout the course of the programme
• Produce signage, badges, on-site manuals and other documentation
• Order currency, uniforms, mobile phones, laptops and other on-site equipment
• On-site attendance at events
• Help with the selection of venues and production of event proposals
• To be mindful of environmental sustainability in all aspects of your role and incorporate this mindset in your approach

Client Liaison And Development

• Setting-up and maintenance of client files from confirmation of event to completion and evaluation
• Manage client communications and associated timelines
• Foster the development of your client account by managing delegate relationships through operational delivery

Budget Management

• Deliver financial aspects of events following company processes
• Help with identification and documentation of cost avoidance / saving measures
• Comply with company and client invoicing processes
• Help with scope management
• Help prepare budgets and final reconciliations within agreed timelines

What do you need to have …

• Within a commutable driving distance (within 1 hour) of one of our UK offices in London or Manchester
• Either previous event management experience or a degree in event management
• Client liaison skills
• Team motivator and professional team member
• A focus on accuracy, consistency and dedicated to customer service
• Intermediate level Excel (can maintain complex spreadsheets) and Microsoft Office Suite
• Strong organisation skills and attention to detail
• The flexibility and desire to travel overseas

A Bit About Us ….

Emota is an award-winning global events agency that creates and delivers engaging, impactful experiences.

Part of Inizio Engage XD, we are an unusually shaped communications group that creates experiences that inspire lasting change. We partner with clients to provide employee engagement, learning and training solutions, scientific engagement and capability building, all underpinned by applied behavioural science. We engage internal and external audiences through the delivery of live and virtual experiences, film, digital, and immersive content.

Our company is dedicated to building a diverse, inclusive, and authentic workplace.