Meetings and Events Project Co-ordinator

WRG; Philadelphia (Philadelphia County); On-site; USD 42,000 - 54,000; Full time

Job summary

Emota is seeking a Meetings and Events Project Co-ordinator in Philadelphia, USA, with occasional national and international travel. You will support the Project Manager by organizing delegate logistics across registration, travel, accommodation and on-site delivery of events.

The role includes coordinating venues, budgets, communications, and proposal development, with emphasis on accuracy, customer service, and sustainability. Flexibility to travel is essential.

Qualifications

• 1+ years of event management experience in a corporate setting.
• Intermediate Excel and MS Office proficiency.
• Travel domestically and overseas with a flexible schedule.

Responsibilities

• Set-up and administer event websites and input delegate details.
• Manage attendee registration, travel, housing and ground transport.
• Coordinate communications and timelines for attendees.
• Support Project Manager with delegate arrangements on-site.
• Produce event materials and on-site documentation.
• Assist with venues and proposal development.
• Incorporate environmental sustainability in role.

Skills

Event management

Client liaison

Team motivation

Attention to detail

Excel

MS Office

Travel flexibility

Cvent experience

Tools

Excel

Cvent

Job description

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.

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
• 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
• 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.