Meetings and Events Project Co-ordinator

WRG; Manchester; Hybrid; GBP 26,000 - 36,000; Full time

Job summary

WRG is seeking a Meetings and Events Project Co-ordinator to support multiple clients with delegate management, travel and accommodation logistics for a variety of events. The role includes national and international travel and a hybrid working pattern.

You will work closely with the Senior Project Manager to ensure seamless on-site and post-event delivery, maintaining accuracy and excellent client service throughout the programme.

Qualifications

• Within commutable driving distance (1 hour) of one of our UK offices in London or Manchester.
• Previous event management experience or a degree in event management.
• Strong client liaison skills and relationship-building abilities.
• Able to motivate a professional team and maintain high standards of service.
• Excellent accuracy, consistency, and customer service orientation.
• Intermediate level Excel and proficiency with the Microsoft Office Suite.

Responsibilities

• Set up and administer event websites and manage delegate details.
• Coordinate invitations, attendee management, travel, housing and ground transportation.
• Handle attendee communications and timelines; keep Project Manager informed on delegate arrangements.
• Assist with venue selection and provide event proposals and on-site support.

Skills

Excel

Client liaison

Team motivation

Attention to detail

Customer service

Education

Degree in Event Management

Tools

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.