Meetings and Events Project Co-ordinator

emota; Philadelphia (Philadelphia County); On-site; USD 42,000 - 65,000; Full time

Benefits offered by this job

401k

Life insurance

Health insurance

Volunteer days

Enhanced annual leave (buy/sell)

Many other benefits

Job summary

Emota in Philadelphia is seeking a Meetings and Events Project Co-ordinator to manage delegate experiences for site and international events. You will coordinate registration, travel, transfers and accommodation to ensure a seamless delegate journey across pre, on-site and post-event phases.

You will support the Project Manager and team, handling multiple meetings such as investigator meetings, advisory boards, congresses, conferences and galas.

Qualifications

• 1+ years of event management experience in a corporate setting.
• Team motivator and professional team member.
• Focus on accuracy, consistency and customer service.
• Intermediate level Excel and MS Office Suite.
• Enthusiasm, organized, and travel-ready.
• Cvent experience would be advantageous.

Responsibilities

• Set-up and administer event websites, collect and input delegate details.
• Manage invitation and attendee processes including registration, travel and housing.
• Coordinate attendee communications and timelines.
• Keep Project Manager informed of delegate arrangements throughout programs.
• Produce signage, badges, on-site manuals and documentation.
• Arrange on-site equipment and supplies and assist at events.
• Assist in venue selection and production of event proposals.
• Incorporate environmental sustainability into role where possible.
• Foster client relationships through operational delivery.

Skills

Event management

Customer service

Attention to detail

Team leadership

Travel readiness

Tools

Excel

MS Office

Cvent

Job description

Meetings and Events Project Co-ordinator

Philadelphia, Pennsylvania

Job Title: Meetings and Events Project Co-ordinator

Brand: Emota

Location: US: Philadelphia or on Central or Eastern Standard Time

Reporting to: Senior Project Manager

Direct report(s): None

A bit about the role …

You will work for one or more of our clients, organizing 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, 401k, life and health insurance and many other benefits.

What will you do …

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 program
• 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 …

• 1+ years of event management experience in a corporate setting
• 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
• With enthusiasm in abundance, you will be organized
• The flexibility and desire to travel domestically and overseas
• Cvent experience would be advantageous

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.

Voluntary Self-Identification

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 entirelyvoluntary. 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.