Meetings and Events Client Operations Manager

Emota; Philadelphia (Philadelphia County); Remote; USD 85,000 - 110,000; Full time

Benefits offered by this job

Volunteer days

Enhanced annual leave

401k plan

Job summary

Emota in Philadelphia (remote US eligible) seeks a Meetings and Events Client Operations Manager to support the Director of Meetings and Events with process adherence and quality of delivery across client programs.

You will own SOP updates, budget reviews, invoicing and financial tracking, travel coordination for major events, and collaboration with IT, Finance and People Services to ensure successful client outcomes.

Qualifications

• Organizer with 6+ years' corporate meetings and events experience.
• Experience managing event budgets from initial budget, through revisions and reconciliation.
• Financial management skills
• Motivator and professional team member
• Positive and authentic
• A focus on accuracy, detail, consistency and dedicated to customer service
• Intermediate level Excel (can maintain complex spreadsheets)

Responsibilities

• Project and Operational Support: Updating and maintenance of client standard operating procedures to support the team with quality and understanding of client requirements
• Support the Director of Events and Project Directors to ensure team's adherence to all client and internal policies, including compliance, financial and auditing
• Identify any delivery issues and training needs
• Support with health care practitioners compliance reporting
• Work with the Operations Manager to review team resourcing needs
• Open to travel to 1-2 main events per year within the US to stay close to project work, team delivery and better understand client needs
• Support the Director of Events and Project Directors with the review of project budgets and final reconciliations and update financial systems to ensure accuracy
• Support with cost savings reporting, per client processes
• Assistance in maintaining Procim/Tact Plan and Cvent platforms
• Assistance in managing invoicing and client deadlines
• Oversee the financial tracking of all events and conduct regular 'health checks' to ensure positive cash flow through the bi-weekly reports
• Ensure compliance with company and client invoicing processes and aged debt

Skills

Meetings & events management

Budget oversight

Financial management

Team collaboration

Customer service focus

Attention to detail

Tools

Excel

Tact Plan

HubSpot

Cvent

Job description

Meetings and Events Client Operations Manager

Philadelphia, Pennsylvania

Job Title: Meetings and Events Client Operations Manager

Brand: Emota

Location: USA: Philadelphia or remote US

Reporting to: Director of Meetings and Events

Direct report(s): None

A bit about the role …

You will support the Director of Meetings and Events with process to ensure adherence to client and internal processes and quality of delivery.

• 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.

What will you be doing …

Project and Operational Support:

Updating and maintenance of client standard operating procedures to support the team with quality and understanding of client requirements

Support the Director of Events and Project Directors to ensure team's adherence to all client and internal policies, including compliance, financial and auditing

Identify any delivery issues and training needs

Support with health care practitioners compliance reporting

Work with the Operations Manager to review team resourcing needs

Open to travel to 1-2 main events per year within the US to stay close to project work, team delivery and better understand client needs

Support the Director of Events and Project Directors with the review of project budgets and final reconciliations and update financial systems to ensure accuracy

Support with cost savings reporting, per client processes

Assistance in maintaining Procim/Tact Plan and Cvent platforms

Assistance in managing invoicing and client deadlines

Oversee the financial tracking of all events and conduct regular 'health checks' to ensure positive cash flow through the bi-weekly reports

Ensure compliance with company and client invoicing processes and aged debt

Play an active role in the maintenance of Procim within the account and how it works alongside client specific requirements

Support in HubSpot

Client Operations:

Become a subject matter expert on client platforms and processes

Support Director of Events in provision of metrics for clients to demonstrate compliance with master service agreement requirements and for business reviews

Support the Director of Events with gathering of data for request for proposals

Comply with all company and client procedures, including those relating to Health & Safety

Staff Development and Management:

Support the onboarding of new hires into the team

Support the Director of Events and Project Directors in the identification of training needs for the team and maintain team training records

General:

Understand, apply and promote our mission, vision and values

To shape and prioritize own workload to meet goals and deadlines

Be an ambassador for the agency

Work with other departments – e.g., IT, Finance and People Services

Apply and share a full knowledge of our range of services

To keep up to date with trends in your client industry sector and the meetings and events industry, by reading trade journals and attending relevant forum

Autonomous in your daily role

Attendance and contribution at team and company meetings

To be mindful of environmental sustainability in all aspects of your role and incorporate this mindset in your approach

What do you need to have …

Organizer with 6+ years' corporate meetings and events experience

Experience managing event budgets from initial budget, through revisions and reconciliation

Financial management skills

Motivator and professional team member

Positive and authentic

A focus on accuracy, detail, consistency and dedicated to customer service

Intermediate level Excel (can maintain complex spreadsheets)

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 behavioral science. We engage internal and external audiences through the delivery of live and virtual experiences, film, digital, and immersive content.

Don't meet every job requirement? That's okay! Our company is dedicated to building a diverse, inclusive, and authentic workplace. If you're excited about this role, but your experience doesn't perfectly fit every qualification, we encourage you to apply anyway. You may be just the right person for this role or others.

Inizio is committed to providing an environment where everyone has the confidence to be themselves and thrive. For government reporting purposes, we ask candidates to respond to the below self-identification survey. Completion of the form is entirely voluntary. Whatever your decision, it will not be considered in the hiring process or thereafter. Any information that you do provide will be recorded in an anonymized format and maintained in a confidential file separate from personnel records.

As set forth in Inizio's Equal Employment Opportunity policy, we do not discriminate on the basis of any protected group status under any applicable law.