Meetings and Events Client Operations Manager

WRG; Philadelphia (Philadelphia County); Hybrid; USD 85,000 - 125,000; Full time

Benefits offered by this job

Volunteer days

Enhanced annual leave

401k

Job summary

Emota, a global events agency, seeks an experienced Meetings and Events Client Operations Manager to support the Director of Meetings and Events. The role focuses on process adherence, quality delivery, and effective financial oversight for client programs.

You will work with internal teams to ensure policies are followed, identify training needs, and help manage budgets and invoicing while occasionally traveling to events to stay close to client needs.

Qualifications

• 6+ years of corporate meetings and events experience
• Experience managing event budgets from initial budget through revisions and reconciliation
• Financial management skills
• Client liaison skills
• Motivator and professional team member
• Positive and authentic
• Focus on accuracy, detail, consistency and customer service
• Intermediate level Excel (able to maintain complex spreadsheets)

Responsibilities

• Update and maintain client SOPs to support team quality and understanding of client requirements
• Ensure adherence to client and internal policies, including compliance, financial and auditing
• Identify delivery issues and training needs
• Support healthcare practitioners compliance reporting
• Review team resourcing needs with Operations Manager
• Travel to 1-2 main events per year within the US to stay close to project work and client needs
• Support Director/Project Directors with project budgets, invoicing, and financial tracking
• Maintain Procim and Cvent platforms alongside client requirements
• Provide metrics for clients to demonstrate compliance with MSAs and for business reviews
• Assist in data gathering for RFPs and health & safety compliance
• Assist onboarding and training records for new hires
• Promote mission, vision, values, and sustainability in daily work

Skills

Organization

Budget management

Stakeholder communication

Excel proficiency

Process improvement

Attention to detail

Tools

Procim

Tact Plan

Cvent

HubSpot

Job description

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

Financial Management

• 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
• Client liaison 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.