Meetings and Events Senior Project Manager

Job Title: Meetings and Events Senior Project Manager

Brand: Emota

Location: Philadelphia or hybrid on Central or Eastern time

Reporting to: Project Director

Direct reports: Project Co-ordinators and Senior Project Co-ordinators

A bit about the role …

As an experienced Senior Project Manager specializing in Meetings and Events, you will play an important role in the planning of global projects for our renowned clients.

You will use your project management skills to achieve all logistical elements and associated budgets of our projects, whilst mentoring our Project Co-ordinators to follow the same.

Your role, which includes national and international travel, will involve client, partner, supplier, team, 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, health insurance and many other benefits.

You will…

Project Management:

· Lead the project from a client, internal team and external partner perspective

· Lead small to medium sized projects that involve several Emota / XD service lines, being the main contact for the client and ensuring a seamless delivery

· Ensure that the highest standards of event planning and delivery are maintained through the leadership of Project Executives

· Oversee the building of apps and content

· Manage post event metric reporting

· Manage all hotels and venues and associated logistical arrangements.

· Co-ordinate client requirements with all 3rd party suppliers, promoting relationships

· Manage communications e.g. weekly status reports to all internal and external partners

· Travel on-site to conduct site inspections including planning meetings with all suppliers and for delivery of the event

· Attend on-site at Meetings and Events held both nationally and internationally

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

Client Liaison and Development:

· Conduct meetings and communicate with clients to develop relationships

· Identify new opportunities and leads for our business development to share with Client Engagement Director

· Help present event proposals to clients

· Plan, attend and accomplish client planning meetings both F2F and virtual

· Manage preparation of supportive meeting planning materials for client planning meetings

· Ensure your client is up to date with all aspects of meeting planning arrangements throughout the course of the program

· Lead relevant aspects of client debrief post event

· Be a subject matter expert for client account to guide and support colleagues across the account

Budget Management:

· Lead the end-to-end event budget within the company financial tools

· Manage the preparation and maintenance of budgets, throughout the lifecycle of each event

· Approve all client invoices before dispatch

· 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

· Identify and measure cost avoidance / saving measures

· Ensure compliance with company and client invoicing and financial processes

· Ensure time is logged for the project

Staff Development and Management:

· Work with Project Director to prioritize staff and resources to meet goals and deadlines

· Assist Project Director with recruitment of Project Managers, Project Executives and provide input to their mentoring and development

· Conduct scheduled 1:1s with direct reports to ensure they are supported and that client deliverables are met

General:

· Be an ambassador for the agency

· Attend and contribute at team meetings

· Collaborate with other departments to ensure the delivery of client goals

· Work towards client and our service level agreements (SLAs) for all events

· Understand, apply, and promote our mission, vision, and values

· Comply with all company and client procedures, including those relating to Health & Safety, privacy and security

· Display an understanding of compliance when working with healthcare clients

· Comply with all client and company privacy and security protocol

· Apply a knowledge of our range of services

· 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 experience (5+ years) of managing and delivering meetings and events in a corporate setting (ideally internationally)

· Experience managing event budgets from creation through to revisions and reconciliation

· Meeting and event project management and resource skills

· A customer-centric approach to event delivery

· Previous experience leading teams to success

· Proficiency in a range of event management software, project management tools and Microsoft 365 suite (including Excel and ability to maintain complex spreadsheets)

· The flexibility and desire to travel both nationally and internationally and manage busy event schedules on-site

· Experience working with Pharmaceutical / Healthcare clients is preferable

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.