Meetings and Events Project Manager

WRG; Philadelphia (Philadelphia County); Hybrid; USD 85,000 - 120,000; Full time

Job summary

Emota seeks a Meetings and Events Project Manager to lead global pharmaceutical client events from planning through on-site delivery. You will oversee budgeting, supplier management, and post-event analytics, while ensuring profitability and compliance.

Based in the USA, the role offers hybrid work in Philadelphia and travel opportunities. You will report to the Project Director and coordinate with internal teams to deliver exceptional congress experiences.

Qualifications

• Organizer with a minimum of 4 years event management delivery of corporate events.
• Experience managing event budgets from initial budget, through revisions and reconciliation.
• Client liaison skills.
• Team motivator and professional team member.
• A focus on accuracy, detail, consistency and dedicated to customer service.
• Intermediate level Excel (can maintain complex spreadsheets).
• The ability and desire to travel on-site internationally.

Responsibilities

• Manage venues and all logistical arrangements including congress attendance, housing blocks and breaks.
• Manage congress sponsorship activity with client contracting team and booth providers.
• Coordinate client requirements with 3rd party suppliers and internal service providers.
• Produce, manage and circulate communications like weekly status reports to partners.
• Travel on-site to conduct site inspections and plan delivery with suppliers.
• Manage post-event metric reporting.

Skills

Event management

Budget management

Client liaison

Team motivation

Attention to detail

Travel internationally

Tools

Excel

Job description

Job Title: Meetings and Events Project Manager

Brand: Emota

Location: USA: Philadelphia or Central or Eastern Time, hybrid

Reporting to: Project Director

Direct report(s): None

A Bit About The Role …

Reporting into a Project Director you will manage global meetings, events and congress participation for our pharmaceutical clients. You will ensure each event is profitable, compliant and meets clients and team's expectations. You will be responsible for all logistical elements and budget management and be supported by a Project Executive who will manage the attendee participation.

This role, which includes national and international travel, will involve client partner, supplier and financial management at all stages of the delivery - pre, on-site and post event.

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.

Project Management

• Manage all venues and associated logistical arrangements including congress attendance and business center, dinners and break-outs and housing blocks and attrition
• Manage congress sponsorship activity on behalf of your client including approval process, liaison with client contracting team and booth providers
• Manage and co-ordinate client requirements with all 3rd party suppliers/internal service providers
• Produce, manage and circulate important communications e.g. weekly status reports to all main meeting partners
• Travel on-site to conduct site inspections including planning meetings with all suppliers and for delivery of the event
• Manage post event metric reporting

Client Liaison And Development

• Deliver first class customer service following clients goals
• Plan, attend and implement client planning meetings – face-to-face, hybrid and virtual including debriefs

Financial Management

• Responsible for the preparation and maintenance of budgets, throughout the lifecycle of each event including approving invoices
• Ensure financial tracking of each event and conduct regular 'health checks' to ensure positive cash flow
• Accomplish scope management – to identify and charge clients for out-of-scope activities
• Track cost avoidance / saving measures
• Ensure compliance with company and client invoicing processes
• Responsible for the preparation and maintenance of congress cross charge budgets, throughout the lifecycle of each event

General

• To work with appropriate support departments to ensure the delivery of client measurables
• Assist new starters by taking on the role of 'Buddy'
• Apply our mission, vision and values
• Comply with all company and client procedures
• Maintain good long-term relationships with hotels, venues and suppliers, to ensure the best value for money for your clients
• Be an ambassador for the agency
• 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 a minimum of 4 years event management delivery of corporate events
• Experience managing event budgets from initial budget, through revisions and reconciliation
• Client liaison skills
• Team motivator and professional team member
• A focus on accuracy, detail, consistency and dedicated to customer service
• Intermediate level Excel (can maintain complex spreadsheets)
• The ability and desire to travel on-site internationally

A Bit About Us ….

Emota is an award-winning global events agency that creates and delivers engaging, impactful experiences.

Inizio Engage XD is 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.