Meetings and Events Senior Project Co-ordinator

WRG; Philadelphia (Philadelphia County); Hybrid; USD 70,000 - 95,000; Full time

Benefits offered by this job

Volunteer days

Enhanced annual leave (buy/sell)

Company pension

Life and health insurance

Job summary

Emota is seeking a Meetings and Events Senior Project Co-ordinator to organize and co-ordinate the logistics of registrations, travel, transportation and accommodation for a range of meetings and events. You will work with teams to ensure a first-class attendee experience pre-event, on-site and post-event, while supporting budgeting, client liaison and vendor management.

The role requires 2+ years in corporate event management, strong Excel and MS Office skills, and flexibility to travel

Qualifications

• Minimum 2 years of corporate event management experience.
• Strong client liaison and communication skills.
• Ability to work independently with accuracy and consistency.
• Willingness to travel nationally and internationally.
• Proactive with budgeting and reporting tasks.

Responsibilities

• Manage attendee logistics, registrations, travel and accommodation for events.
• Create event websites and generate attendee reports.
• Assist with venue selection and event proposals.
• Coordinate attendee communications and timelines.
• Maintain project trackers and event collateral for on-site and post-event activities.
• Oversee on-site logistics, signage and equipment shipments.

Skills

Client liaison

Team motivation

Mentor juniors

Attention to detail

Organised

Travel flexibility

Tools

Excel

Microsoft Office

Job description

Job Title: Meetings and Events Senior Project Co-ordinator

Brand: Emota

Location: US: Philadelphia or central or eastern time zones for hybrid or remote

Reporting to: Senior Project Manager

Direct report(s): None

A Bit About The Role …

Our team of Project Co-ordinators and Senior Project Co-ordinators dedicated to our Meetings and Events capability, are the true backbone of our efforts to achieve the logistical elements of our memorable meetings and events.

Working for one or more of our clients, you will organize and co-ordinate the logistics of registration, travel, transportation and accommodation to provide a first-class attendee experience. You will work on a range of meetings and events as part of a team to deliver an impeccable attendee experience pre-event, 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, company pension, life and health insurance and many other benefits.

You will …

Attendee And Event Management

• Manage smaller-scale events, independently, or with support of Project Co-ordinator(s)
• Create event websites. Including collation and inputting of attendee information and generation of reports
• Support with the selection of venues and production of event proposals
• Manage attendee communications and associated timelines
• Ensure that project trackers and the team overall is up to date with all aspects of attendee arrangements throughout the course of the event
• Produce signage, badges, on-site manuals and other event collateral
• Co-ordinate the ordering and shipping of on-site equipment

Budget Management

• Work with Project Managers and Operations Finance Partners to set-up, manage and reconcile project budgets promptly and align with company processes (including supplier invoice management)
• Manage supplier partners for smaller type events
• Deliver financial aspects of events following company processes
• With support from Operations Finance Partners, assist with identification and documentation of any cost avoidance / saving measures
• Ensure compliance spend data is collated following company procedures working in collaboration with audit teams
• Help with scope management

Client Liaison

• Be the primary contact for clients on smaller events, leading communications to ensure expectations are met
• Set-up and maintain client files from confirmation of event to completion and evaluation
• Help with selection of venues and production of event proposals
• Identify any opportunities for growth and bring in Director of Events and Client Engagement Director
• Be a subject matter expert for client processes to guide and support colleagues across the account

General

• Be an ambassador for the agency
• To work with appropriate teams to ensure the delivery of client measurables
• Display an understanding of compliance, including ABPI and PhRMA guidelines, when working with healthcare clients
• Understand, apply and promote our mission, vision and values
• Comply with all company and client procedures
• 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 …

• Previous corporate event management experience (minimum 2 years)
• Client liaison skills
• Team motivator and professional team member
• A willingness to support and guide more junior members of the team
• A focus on accuracy, consistency and dedicated to customer service
• The ability to work on clear tasks unsupervised
• Intermediate level Excel (can maintain complex spreadsheets) and Microsoft Office Suite
• With enthusiasm in abundance, you will be organised
• The flexibility and desire to travel nationally and internationally

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.