Meetings and Events Project Technology Manager

Job Title: Meetings and Events Project Technology Manager

Brand: Emota

Location: US:  Philadelphia, hybrid or Eastern time zone of US

Reporting to: Director of Meetings and Events

Direct report(s): None

A bit about the role …

You will operate as a necessary knowledge holder on the technologies used on a large client account and work with the delivery team and the client, consulting on capabilities and driving continuous improvement.  

You will play an active part in the development and maintenance of the platform templates in the lead up to the planning and delivery of congresses where important technologies are used.  The predominant technology is Cvent.  The account also utilises App technology and meetings scheduling software. 

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 …

Technology Management: 

·         Ensure seamless integration with existing systems and workflows

·         Design and deliver training sessions for our teams on Cvent / eQuartz tools and features

·         Create user guides and resources to support ongoing adoption and proficiency

·         Create and maintain templates working with the delivery team, client, and other relevant parties to evolve the agreed approach; solve problems and completing testing

• Create supporting operating procedures, user guides and training information 

·         Roll out of amendments to the delivery team and client team

·         Identify and implement process efficiencies and technology enhancements for the end-to-end data capture and delivery to client 

·         Maintain data quality of client dashboards (facilitate technology interaction and historical data capture) 

·         Publish centralised congress and ancillary meeting reports

·         Produce and analyse reports to provide relevant insights for clients and our teams

·         Support data-driven decision-making through accurate event metrics

·         Promote event technology solutions to team and wider departments  

Project Delivery: 

·         Align Cvent / eQuartz capabilities with internal process workflow including Cvent budgets

·         Develop and document best practices for usage across the organisation

·         Achieve all client and company-driven Service Level Agreements (SLAs) for all events

·         Ensure delivery of all events following regulatory and client-defined compliance guidelines  

·         Deliver first class customer service following clients’ goals  

·         Support with the management of applications used for virtual events including virtual on-site support

·         Monitor website builds and data accuracy to ensure high-quality outputs

·         Conduct regular audits and recommend enhancements for effectiveness

·         Make recommendations for improvements to website builds

·         Set-up and administer applications and websites following specifications agreed by client and Project Manager; including centralised congress websites, ancillary meeting websites and congress apps 

·         Maintain applications and websites – incorporating template updates to live events

·         Prepare and maintain communications relating to live event updates  

·         Prepare and maintain parent congress websites for large events – ensuring we capture ancillary meeting information within sessions

·         Identify and communicate with respective Project Directors on scope and charges

·         Post event reporting and data capture 

Client Liaison and Development: 

·         Act as the main contact for clients regarding platform processes and solutions

·         Collaborate with clients to understand event requirements and translate them into platform functionality

·         Identify new capabilities within account technology for both current and new processes  

·         Help with preparing and presenting technology elements of event proposals to clients, attending pitches where required  

·         Plan and attend client planning meetings

·         Apply an understanding of clients’ businesses and products

Supplier Management: 

·         Communicate with event technology suppliers to understand offerings 

·         Maintain good long-term relationships with suppliers 

·         Research current and new event technology solutions and provide feedback to teams

General:

·         To work with appropriate support departments to ensure the delivery of client measurables

·         Attend and contribution at team meetings 

·         Assist new starters by taking on the role of ‘Buddy’

·         Apply our mission, vision and values

·         Comply with all company and client procedures

·         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 …

·         Organiser with a minimum of 4 years event management delivery of corporate events

·         Experienced Cvent user

·         Client liaison skills

·         The ability and experience to mentor peers regarding platform management

·         Confident in internal auditing, within role, and making recommendations to management

·         Calm and approachable manner

·         Team motivator and professional team member

·         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.

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 behavioural science.  We engage internal and external audiences through the delivery of live and virtual experiences, film, digital, and immersive content.