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Meetings & Event Senior Project Co-ordinator, 12 month fixed-term contract

SMARTAPPLY 🪄

Job Title: Senior Project Executive (12 month, fixed term contract)

Brand: Emota

Location: Ashby-de-la-Zouch / hybrid

Report to: Senior Project Manager

A bit about the role …

Our team of Project Executives and Senior Project Executives dedicated to our Meetings and Events capability, is 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 organise 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 Executive(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

· Where applicable, 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

· Assist with selection of venues and production of event proposals

· Identify any opportunities for growth and bring in Director of Events and Client Engagement Director

· Act as 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.

What you’ll need to have …

· Within a commutable driving distance of one of our UK offices

· Minimum of 2 years event management experience

· 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 organised

. The flexibility and desire to travel overseas

A bit about us ….

Emota (combining the power of the business formerly known as Ashfield Event Experiences and WRG) 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 behavioural 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! We are 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.

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What You Should Know About Meetings & Event Senior Project Co-ordinator, 12 month fixed-term contract, Inizio Engage XD

As a Meetings & Events Senior Project Co-ordinator at Emota in Ashby-de-la-Zouch, you'll be stepping into a pivotal role as part of a dynamic team that truly values the art of event management. Over this 12-month fixed-term contract, you will channel your creativity and organizational skills into delivering outstanding experiences for clients through meticulously planned meetings and events. Your responsibilities will include everything from managing smaller-scale events independently to creating engaging event websites, establishing attendee communications, and coordinating all logistical elements needed for smooth operations. This role is perfect for someone who thrives in a busy environment, as you'll be juggling multiple projects, collaborating closely with clients, and ensuring all aspects, from registration to post-event evaluations, are handled flawlessly. With ample opportunities for professional growth in a supportive atmosphere, Emota offers various benefits, including an attractive pension scheme and enhanced annual leave options. If you possess over two years of event management experience, coupled with exceptional client liaising skills and a genuine enthusiasm for delivering exceptional service, then this might just be the place for you. Join us as we create memorable experiences that inspire change, and let's work together to make each event as impactful as the last!

Frequently Asked Questions (FAQs) for Meetings & Event Senior Project Co-ordinator, 12 month fixed-term contract Role at Inizio Engage XD

What does a Meetings & Events Senior Project Co-ordinator do at Emota?

A Meetings & Events Senior Project Co-ordinator at Emota is responsible for managing and coordinating all logistics related to events. This includes managing attendee communications, creating event websites, and overseeing on-site executions to ensure every aspect of the event is seamless and memorable.